Administrative Assistant - IT/EBS

Job Description

Job Description

Overview

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