Administrative Assistant IT

Position Summary

The Administrative Assistant provides dual support to the IT Department, serving both as a frontline Help Desk Analyst and an administrative assistant to the IT Manager. This role ensures prompt resolution of IT-related issues while maintaining the organization and operations of the IT department. The position requires multitasking in a fast-paced environment, delivering professional end-user support, maintaining system functionality, and supporting IT leadership through administrative and operational coordination.

Key Responsibilities

Administrative and Office Management Support

• Manage active calendars, appointments, travel logistics, and meeting preparation for IT leadership.
• Draft meeting agendas, compile budget documents, and take meeting minutes.
• Maintain and update IT organization charts and documentation systems.
• Maintain and track IT equipment and software inventory, including offsite use.
• Ensure the IT office space and conference rooms are organized and operational.
• Monitor and replenish office supply inventory and expedite orders.
• Process and track IT-related invoices and purchase orders.
• Handle internal and external communication on behalf of IT leadership.
• Maintain a historical reference system through organized filing and retrieval systems.
• Greet and assist guests and customers in person or by phone, directing inquiries appropriately.
• Organize mail delivery and interdepartmental document transfers.
• Analyze quotes for accuracy and compatibility; verify that components meet organizational standards.
• Verify software licensing and ensure documentation is current.
• Coordinate with vendors and service providers as needed.

IT Helpdesk Support

• Serve as the first level of technical support for staff via in-person, phone, and remote assistance.
• Install, configure, and test hardware and software on workstations.
• Troubleshoot hardware and software issues independently.
• Document all support interactions in the help desk ticketing system and follow up on open issues.
• Maintain up-to-date knowledge of IT systems and procedures.

Qualifications

• Strong troubleshooting and analytical skills to identify root causes and implement resolutions.
• Effective verbal and written communication; able to interact with staff, vendors, and leadership.
• Excellent organizational, time management, and prioritization skills.
• Ability to manage sensitive information with discretion and maintain professionalism.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• Comfortable working independently and with minimal supervision.
• Strong administrative skills including scheduling, reporting, supply and equipment management.
• Experience working in a team and representing IT leadership professionally.

Preferred Qualifications

• 2–4 years of relevant experience in IT support and/or administrative roles, preferably in an IT or Operations environment preferred.

• CompTIA A or Microsoft Certified: Fundamentals certifications preferred.
• Experience with Dell and HP PC hardware, mobile and wireless technologies.
• Proficiency with Microsoft Office Suite and Windows OS.
• Some experience in technical documentation writing.

Physical and Work Environment Requirements

• Able to lift up to 60 lbs.
• Frequent standing, walking, and sitting in a fast-paced environment.
• Occasional work outside of normal business hours as needed.
• Other duties may be assigned.