Administrative Assistant in IT

The IT Administrative Assistant provides administrative, coordination, and documentation support to the Information Technology (IT) department. This role ensures that IT operations run efficiently by managing records, tracking assets, supporting purchasing and vendor coordination, and facilitating clear communication between IT staff and the broader organization. The position does not perform technical engineering or systems administration but plays a critical role in enabling IT staff to focus on core technical responsibilities.

SUPERVISION: Works under supervision of Director-level staff.
EXAMPLES OF DUTIES: (These are examples of the types of duties that may be performed. Additional duties may be added.)
Administrative & Operational Support
*
Provide administrative support to the IT department, including scheduling meetings, coordinating calendars, and tracking action items
*
Prepare agendas, meeting notes, and follow-up summaries for IT meetings
*
Serve as a point of contact for general IT-related administrative inquiries from staff
*
Assist with coordinating IT projects by tracking timelines, deliverables, and dependencies
IT Asset & Inventory Management
*
Maintain accurate records of IT assets, including laptops, monitors, mobile devices, peripherals, and software licenses
*
Track equipment assignment, serial numbers, warranty information, and replacement cycles
*
Coordinate IT equipment logistics for onboarding and offboarding staff
*
Support laptop imaging and device deployment schedules in coordination with IT staff
*
Track returned, surplus, or retired equipment in accordance with organizational policies
Purchasing & Vendor Coordination
*
Prepare timely purchase requests, quotes, and documentation for IT hardware, software, and services
*
Track contracts, renewals, warranties, and licensing agreements
*
Liaise with vendors, managed service providers, and internal procurement or finance teams as needed
*
Maintain organized vendor files and contact lists
Documentation & Compliance Support
*
Maintain IT documentation, including procedures, checklists, and internal guides
*
Assist with organizing documentation for audits, compliance reviews, and security assessments
*
Track required documentation and ensure records are current and accessible
*
Support the maintenance of access logs and other administrative compliance records

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.