Executive Assistant

Overview

• Provide high-level executive support to the Chief Information Officer (CIO) in a dynamic and fast-paced environment.
• Manage complex scheduling, meeting preparation, and cross-department coordination with exceptional precision and confidentiality.
• Maintain organized systems, calendars, and communications to ensure seamless departmental operations.
• Administer procurement and vendor workflows, including approvals, submissions, and payment documentation.
• Support staffing and HR coordination, aligning hiring needs and managing interview logistics.
• Draft internal communications, memos, and departmental reports to ensure clarity and alignment.
• Capture and track decisions, action items, and deadlines for CIO and IT&D meetings.
• Handle sensitive documents with disciplined access control and confidentiality.

Key Responsibilities & Duties

• Manage the CIO’s calendar, meetings, travel, and related logistics across Outlook and Teams.
• Prepare meeting materials and agendas, ensuring the CIO is equipped with necessary context and decision points.
• Maintain organized digital filing systems with disciplined version control and accessibility.
• Administer purchase order workflows, invoice processing, and vendor agreements efficiently.
• Coordinate with HR to align hiring needs and manage onboarding timelines.
• Draft and publish IT&D-wide communications regarding processes, deadlines, and responsibilities.
• Support security-related procurement tasks, ensuring proper routing and documentation.
• Capture meeting decisions, action items, and deadlines, maintaining clarity and accountability.

Job Requirements

• Bachelor of Science (BS) degree is required for this position.
• Minimum of 4 years of experience, with 6 years preferred, in executive support roles.
• Proficiency in Microsoft Office Suite, including Outlook, Teams, SharePoint, and OneDrive.
• Strong organizational skills with experience managing complex schedules and workflows.
• Exceptional communication skills, including drafting reports, memos, and departmental communications.
• Experience in procurement and vendor administration processes.
• Ability to handle sensitive information with strict confidentiality and precision.
• Familiarity with hybrid work arrangements and adaptability to dynamic environments.