IT Services Coordinator

Job Description

Job Description

IT SERVICES COORDINATOR

Part-Time | On-Site | Information Technology Department

POSITION SUMMARY

The IT Services Coordinator provides high-level administrative and operational support to the IT team of a commercial banking institution. This role serves as the primary point of coordination for the CIO's office and IT department, facilitating effective communication between Information Technology leadership, bank executives, vendors, and internal stakeholders. The successful candidate will demonstrate exceptional organizational aptitude, discretion with confidential information, and the ability to operate with professionalism in a fast-paced, regulated financial services environment.

DEPARTMENT

Information Technology

REPORTS TO

Chief Information Officer

EMPLOYMENT TYPE

Part-Time, Non-Exempt

WORK LOCATION

On-Site Required

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are representative of the work performed in this role. Other duties may be assigned as required.

Calendar & Schedule Management

• Manage the CIO's complex calendar, including scheduling meetings, prioritizing appointments, and resolving scheduling conflicts across multiple time zones and stakeholder groups.
• Mange the IT team shared calendar for coordinating coverage for time off, site visits, and off-site events.
• Proactively resolve scheduling conflicts and protect focus time.
• Prepare briefing materials, agendas, and supporting documentation for the CIO and IT team meetings and engagements.

Communications & Correspondence

• Draft, proofread, and distribute professional correspondence, internal memoranda, and executive communications on behalf of the CIO and IT team.
• Screen and triage incoming calls, emails, and requests; respond independently when appropriate and escalate matters requiring the CIO's direct attention.
• Serve as the liaison between the CIO, IT team, and other bank departments, executive leadership, and external technology vendors.

Meeting & Event Coordination

• Organize and coordinate IT department meetings, off-site planning sessions, and executive technology briefings, including logistics, catering, and materials preparation.
• Record, transcribe, and distribute meeting minutes, action items, and follow-up assignments in a timely manner.
• Coordinate travel arrangements for the CIO, including itineraries, transportation, accommodations, and expense submissions in accordance with bank travel policy.

Administrative Operations & Office Management

• Maintain organized electronic and physical filing systems for records, contracts, vendor agreements, and regulatory documentation.
• Process purchase requisitions, invoices, and expense reports; coordinate with Accounts Payable for timely processing.
• Order and manage office supplies and equipment; monitor inventory and coordinate maintenance or replacement as needed.
• Create, format, and edit presentations, reports, etc.
• Research topics, compile summaries, and prepare documents as needed.
• Support board and committee meeting preparation for IT.
• Administer and maintain confidentiality of sensitive information including strategic plans, personnel matters, inner workings of department, and vendor relationships.
• Additional duties of a miscellaneous nature may be requested at the executive’s discretion.

Project & Initiative Support

• Assist the CIO/IT department in tracking the status of key IT projects, strategic initiatives, and regulatory deliverables and summary reports.
• Maintain and update project tracking logs, status dashboards, and milestone calendars across active IT initiatives.
• Track open action items and deliverables across IT projects and follow up with owners and stakeholders on outstanding commitments.
• Compile and format presentations, reports, and briefing materials for meetings, board committees, and regulatory examinations.
• Support onboarding logistics for new staff and vendors, including access provisioning coordination and orientation scheduling.

MINIMUM QUALIFICATIONS

Experience

• Minimum of five (5) years of administrative or executive support experience, preferably supporting a senior-level or C-suite executive.
• Prior experience within financial services, banking, or similarly regulated industry is strongly preferred.
• Familiarity with information technology environments or terminology is an asset but not required.

Technical Proficiency

• Advanced proficiency in the Microsoft 365 suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Demonstrated ability to manage complex calendaring and scheduling within Microsoft Outlook.
• Experience with virtual meeting platforms (Microsoft Teams, Zoom) and digital collaboration tools.

Competencies & Attributes

• Exceptional written and verbal communication skills with a polished, professional demeanor.
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain accuracy under pressure.
• High degree of integrity, discretion, and confidentiality when handling sensitive executive and institutional information.
• Self-directed and proactive with the ability to anticipate needs and take initiative without direct supervision.
• Professional adaptability and composure in a dynamic, technology-driven banking environment.

PREFERRED QUALIFICATIONS

• Prior experience supporting a C-suite executive (CEO, CFO, COO, CIO, or equivalent) in a corporate or financial services setting.
• Experience working within a commercial banking, financial services, or similarly regulated industry.
• Demonstrated ability to manage competing priorities in a high-volume, fast-paced environment.
• Exceptional judgment and discretion when handling sensitive, confidential, or proprietary information.
• Strong command of business etiquette, executive protocol, and professional presentation standards.
• Familiarity with board-level communication, governance documentation, and regulatory reporting support.
• Proven ability to work independently with minimal supervision and anticipate executive needs before they arise.
• Experience managing vendor relationships, processing invoices, and supporting procurement workflows.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

This position operates in a professional office environment. The role routinely uses standard office equipment including computers, telephones, photocopiers, and presentation technology. The physical demands of this position are consistent with general office work; the employee is regularly required to sit for extended periods, use a computer and keyboard, and communicate by telephone and in person. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role. Ability to lift, carry, or move items up to 20 lbs occasionally (files, office supplies, laptop bags, etc.) Ability to communicate clearly in person and by telephone.