Executive Assistant

Executive Assistant to the Chief Information Officer (CIO) Department: Information Technology Reports To: National Information Technology Officer Overview The Executive Assistant to the National Information Technology Officer provides high-level administrative and operational support to the National Information Technology Officer and the IT leadership team. This individual serves as the central point of coordination for departmental communications, scheduling, travel, and project support. The ideal candidate is proactive, detail-oriented, highly organized, and comfortable managing sensitive information while ensuring seamless execution across executive and departmental priorities. Key Responsibilities Provide comprehensive administrative support to the National Information Technology Officer, including calendar management, scheduling, travel arrangements, call coordination, and email triage. Serve as the primary liaison between the National Information Technology Officer and internal/external stakeholders, ensuring timely follow-up and resolution of action items. Coordinate with IT management to track requests, meeting deliverables, and ongoing departmental initiatives. Attend key meetings to take detailed notes, document decisions, and distribute summaries or follow-up actions. Assist in the preparation of executive reports, presentations, and strategic documentation for leadership meetings and board-level reviews. Leverage AI tools such as Microsoft Copilot, ChatGPT, and other productivity technologies to improve efficiency in document drafting, data summarization, and communication workflows. Manage and organize departmental communications, ensuring consistency and alignment across teams. Support systems and software coordination on behalf of the National Information Technology Officer, including assistance with M365 administration, permissions, and IT-related requests when appropriate. Maintain confidentiality and professionalism while handling sensitive corporate and personnel information. Anticipate the needs of the National Information Technology Officer and IT leadership, proactively identifying opportunities to improve processes, communication, and outcomes. Qualifications 5+ years of executive administrative support experience, preferably supporting senior IT or technology executives. Exceptional organizational skills with demonstrated ability to manage multiple priorities simultaneously. Strong communication and interpersonal skills with the ability to engage effectively across all levels of the organization. Advanced proficiency in Microsoft 365 (Outlook, Teams, Excel, PowerPoint, OneNote) and experience with AI productivity tools such as Microsoft Copilot and ChatGPT. High attention to detail and accuracy, especially in written communications and presentation materials. Proven ability to handle confidential information with integrity and discretion. Strong problem-solving and anticipatory thinking skills; thrives in a fast-paced, dynamic environment. Preferred Attributes Experience supporting CIOs, CTOs, or senior IT leadership. Familiarity with project management and IT service management environments. Comfort with technical terminology and collaboration with IT professionals. Self-motivated, resourceful, and capable of working independently with minimal direction. Seniority level Mid-Senior level Employment type Full-time Job function Administrative Industries Non-profit Organizations #J-18808-Ljbffr Encore Talent Solutions