IT Administrative Assistant (In Office)

Job Summary

The Information Technology Administrative Assistant is responsible for providing support to the Vice President of Information Technology, and IT department in managing day-to-day IT administrative functions. This position requires a technically savvy individual who is extremely well organized and adept at communicating both verbally and in writing with stakeholders across the organization.

Essential Duties and Responsibilities

• Manages phone calls to ensure information is transmitted, as appropriate.
• Serve as coordinator and point of contact for the IT department, fielding requests, organizing schedules, maintaining filing systems, and developing administrative process improvements
• Manage hardware ordering process and coordinate inventory of IT assets
• Coordinate contracts with vendors and suppliers, including managing invoicing, and payment processes
• Manage vendor invoices and work closely with the finance department to ensure they are paid accurately and on time
• Keep IT licenses and leases up-to-date
• Provide project coordination assistance with special projects and any other duties as assigned by Vice President of IT
• Escalate issues to management
• Serve as an administrator for all tasks within the department including recording minutes, arranging schedules of events, proof-read documents, etc.
• Manage procurement of inventory including documenting all equipment assigned to staff members
• Responsible for tracking hardware and software inventory
• Familiarize and assist end-users on basic software, hardware and peripheral device operation and use
• Works with vendor support contacts to resolve technical issues within the desktop environment
• Arrange and prepare equipment for shipping/receiving and distribution accurately and promptly
• Preparing and willing to do any other reasonable and lawful instruction/task on time and correctly
• Manage time efficiently and effectively; set priorities appropriately and schedule calls
• Ability to maintain professional demeanor under stress and operate within customer support standard and operating procedures
• Prepare communications, such as memos, emails, invoices, reports and other correspondence
• Fill in for corporate Receptionist as needed (Lunch, breaks, PTO, Etc.).
• Other duties as required

Requirements

• High School Diploma, Associate’s/Bachelor’s preferred
• 2 years’ experience in an administrative support role
• Familiarity with IT terms and specifications an asset
• Demonstrated ability to function effectively and with great attention to detail while managing multiple tasks
• Demonstrated ability to work well both independently and as a member of a team
• Excellent oral and written communication skills
• Ability to handle sensitive information with a strict level of confidentiality
• Ability to adhere to defined processes and procedures and suggest improvements
• Strong organizational skills, attention to detail and ability to prioritize multiple tasks