Title: Executive Assistant

Employee Status: Regular Full Time

Work From Home Option: Hybrid - 2 Days/Week (40% Remote)

FLSA Status: Non-Exempt

Job Overview:

The Executive Assistant to the Senior Vice President, Chief Information Officer (CIO) performs advanced administrative tasks and oversees key office administration processes under limited supervision. This role ensures that the CIO’s executive operations are efficient and aligned with organizational standards by proactively resolving administrative issues, coordinating executive priorities, and enabling effective communication across the enterprise. The Executive Assistant serves as a trusted partner to the CIO and senior technology leadership, supporting planning, coordination, and execution of administrative activities across multiple functional areas.

Essential Functions:

Executive & CIO Support
• Provide high-level administrative support to the Senior Vice President, CIO, including complex calendar management, executive meeting coordination, follow-up, and information gathering.
• Anticipate executive needs by proactively managing schedules, prioritizing requests, and resolving conflicts across competing demands.
• Prepare executive-level materials such as agendas, briefing documents, presentations, reports, and correspondence in support of CIO initiatives and leadership forums.
Office Administration & Process Oversight
• Oversee and ensure the accuracy and effectiveness of administrative workflows supporting the Senior Vice President, CIO.
• Identify inefficiencies and implement or recommend process improvements aligned with organizational standards.
• Assist in developing and maintaining administrative procedures and guidelines to ensure consistent operations.
Cross Functional Coordination & Stakeholder Engagement
• Act as a liaison between the Senior Vice President, CIO, and other functional areas of the business to support scheduling, coordination, reporting, and administrative execution.
• Engage with Finance, Human Resources, Legal, Operations, and other departments to facilitate timely completion of administrative tasks.
• Coordinate logistics for cross-functional meetings, executive engagements, and enterprise initiatives involving the CIO.
Microsoft 365 Tools & Technology Enablement
• Leverage advanced proficiency in the Microsoft 365 suite (including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneNote) to manage executive communications, documentation, collaboration, and scheduling.
• Maintain shared digital workspaces and executive materials to ensure information is current, accessible, and well-organized.
• Apply strong technical aptitude to adopt new tools or processes that enhance executive and administrative effectiveness.
Compliance, Tracking & Administrative Leadership
• Monitor compliance with organizational policies related to travel, expenses, records management, and document retention.
• Track action items and deliverables resulting from CIO meetings and leadership discussions.
• Provide guidance and informal mentoring to junior administrative staff as appropriate.

Qualifications:

• Demonstrated experience supporting senior executives, preferably within an IT or technology-driven organization
• Proven ability to engage effectively across multiple functional areas of the business
• Ability to work independently with limited supervision while managing multiple priorities

Skills & Capabilities
• Executive-level administrative support
• Advanced Microsoft 365 proficiency
• Strong written, verbal, and interpersonal communication
• Cross-functional coordination and stakeholder management
• High discretion, confidentiality, and sound judgment
• Workflow optimization and problem-solving
• Strong organizational and prioritization skills

Summary of Physical Requirements and Work Environment:

The Executive Assistant role is primarily an office-based position requiring extended periods of sitting, computer use, and screen time. The position involves frequent hand and finger dexterity for typing, document preparation, and use of office equipment, as well as occasional lifting or carrying of office materials (up to 10–15 lbs). The work environment is a professional corporate office with moderate noise levels, regular interaction with executives and cross-functional teams, and occasional travel or offsite meeting attendance.

Pay Range / Salary:  $32.69 - $42.55