OUR TEAM:

Provide essential operational support to all the Directors within the IT Department. Ensuring seamless coordination across the department while performing varied and complex administrative work, requiring initiative, judgment and a broad knowledge of Company organization, policies, practices, and procedures.

TECHNICAL KNOWLEDGE/SKILL/EDUCATION/LICENSES/CERTIFICATIONS:

Technical Knowledge/Skill:

• Skilled typing and demonstrated ability to perform the more complex word processing assignments are required.
• Ability to transcribe material from shorthand or handwritten notes into a final product.
• Ability to utilize other office equipment such as a computer, audio visual equipment, copier, etc.
• Knowledge of Microsoft Outlook, Teams, Word, PowerPoint, and Excel.
• Strong organization skills with the ability to work in a fast-paced environment.
• Ability to learn and use multiple applications needed for operational support.

Education:

• High school diploma with specialization in business courses or the equivalent.

Experience:

• Four (4) years of related experience.

• Plan and produce correspondence, reports, records, and various other materials, some of a complex and confidential nature, from source documents.
• Proofreads and checks typing for accuracy; edits material for punctuation, grammar and spelling, some of which may be complex in nature and may be typed by others.
• Acknowledges correspondence, initiates inquiries and secures information; drafts and composes letters as directed.
• Prepares and processes various forms and reports such as time sheets, expense reports, authorizations for payment, purchase requisitions, vacation schedules, vehicle reports, etc.
• Provides answers to callers concerning established Company policies associated with the work of the office or positions on public matters.
• Receives and distributes mail, prioritizing correspondence, investigating and following up as required.
• Receives visitors and responds to their inquiries.
• Efficiently manage and coordinate complex calendars for multiple Directors, including scheduling and rescheduling meetings, appointments, and events, while ensuring minimal conflicts and optimal time management.
• Proactively addressing scheduling conflicts, prioritizing urgent meetings, and coordinating with various stakeholders to accommodate changes.
• Organize and coordinate meetings, conferences, and other events, including arranging for facilities, catering, and equipment.
• Proactively gathers and verifies information from team members for inclusion in reports, presentations, and special projects for IT Directors. Ensures all submitted data is accurate, properly formatted, and delivered on schedule.
• Support project managers with administrative tasks related to project planning, execution, and monitoring, including scheduling meetings, preparing project documentation, and tracking project progress as related to IT Directors’ needs.
• Coordinates and performs administrative aspects of various programs and projects as needed.
• Maintain and organize both physical and electronic files, ensuring that documents are easily accessible and properly archived.
• Regularly update IT Directors on departmental activities and issues, ensuring they are well-informed about ongoing projects, potential challenges, and any critical developments within their areas of responsibility.
• Review and analyze data to generate reports, dashboards, and summaries that support decision-making and improve operation efficiency.
• Performs onboarding of new employees as needed.
• Collaborate with facilities to efficiently allocate and set up office space for new employees.
• Acts as a department liaison between internal teams, vendors, and other business units.