Administrative Assistant - IT/EBS

Administrative Assistant

The Administrative Assistant reports to the companies CIO and provides administrative and clerical support to the IT/EBS team. This role keeps schedules, invoices, meeting logistics, and office coordination organized so leaders and teams can operate efficiently. This position serves as a central point of day-to-day administrative support and employee assistance for the office.

Job Responsibilities:

• Provide administrative support to assigned teams
• Coordinate scheduling, calendars, and meeting logistics for leaders and teams
• Process, track, and route invoices and expense records for review and approval
• Support office coordination, including supplies, mail, deliveries, and day-to-day operations
• Prepare routine reports, correspondence, and presentation materials
• Serve as a point of contact for employee support and internal and vendor inquiries
• Maintain accurate records, files, and documentation across supported departments
• Partner with Executive Coordinators on cross-office coordination and priorities
• Support onboarding logistics, office events, and visitor coordination as needed
• Other duties or projects, administrative or otherwise, as assigned

Knowledge, Skills, and Abilities:

• Strong organization and time management across competing priorities
• Clear, professional written and verbal communication
• Accuracy in handling invoices, records, and correspondence
• Discretion when handling sensitive or confidential information
• Ability to work independently and support multiple teams at once
• Working knowledge of Microsoft Office and standard scheduling tools

Education and Certificates:

• High school diploma or equivalent
• Some administrative or clerical experience preferred

Physical Requirements:

• Occasional standing, walking, bending, and reaching
• Occasional lifting up to approximately 25 lbs
• Occasional travel to events, vendors, or subsidiary locations

Competencies:

• Accountability for accurate and timely work
• Organization and follow through
• Clear and dependable communication
• Discretion and professional judgment
• Service orientation toward leaders and teams