Executive Assistant

Executive Support (CIO-Focused) Manage the CIO's calendar, meetings, travel, and related logistics across Outlook and Teams Prepare meeting materials and "prep packets," ensuring the CIO is equipped with context, goals, and decision points Maintain a real-time CIO action register and drive follow-up closure daily Draft travel and meeting agendas and coordinate communications, correspondence, and sensitive routing with strict confidentiality IT&D Administrative Operations Serve as the central routing point for IT&D administrative tasks, ensuring work moves to the correct leaders and stays on track Provide administrative support to multiple IT&D leaders as needed Maintain organized digital filing systems (SharePoint/OneDrive) with disciplined version control Manage IT&D's internal process calendar (people processes, operational deadlines) and publish clear communications on what is due, by when, and by whom Maintain a concise library of IT&D admin resources (templates, job descriptions, vendor artifacts, process notes) Publish IT&D-wide communications regarding processes and deadlines including what is due and when, where it lives, and who owns next step Procurement & Vendor Administration Administer purchase order workflows end-to-end, including approvals, submission, routing, and payment documentation Partner with Accounts Payable on invoice processing, PO matching, and approval tracking Maintain vendor agreements, renewal awareness, and key metadata; support vendor onboarding tasks (W-9s, contacts, billing setup) Manage a vendor tracker with ownership, coding, renewals, and status updates Support security-related procurement where the CIO is an approver, ensuring proper routing and documentation Assist with expense reconciliation (coding clarifications, approval back-up) and supporting documentation when assigned Staffing & HR Coordination Coordinate proactively with HR to align hiring needs, staffing plans, and onboarding timelines to ensure seamless support for executive priorities and manage interview logistics accordingly Communications, Documentation & Meeting Support Draft internal communications, memos, and departmental reports (status updates, procurement summaries, meeting recaps) as requested Capture decisions, action items, owners, and deadlines for CIO and IT&D meetings; uphold meeting hygiene (agendas, clarity of decisions, action tracking) Ensure sensitive documents are handled and stored appropriately with disciplined access control Requirements Bachelor's degree required Proven experience supporting senior executives in a high-trust, fast-paced environment Strong written and verbal communication skills Excellent organizational and time management skills Ability to handle sensitive information with discretion and professionalism Demonstrated ability to manage repeatable workflows such as approvals, deadlines, hiring logistics, and procurement processes with consistent, high-quality documentation Comfortable engaging with internal stakeholders and external vendors, including confident follow-up and escalation when needed Proficiency with Microsoft 365: Outlook, Teams, OneDrive/SharePoint, Word, Excel, PowerPoint Scheduling and meeting operations in Teams (links, dial-in details, recordings when requested, attendee logistics) Finance/procurement workflow tooling used by the company (PO creation, approval routing, invoice support) Hiring workflow tooling used by the company (job posting coordination, candidate scheduling and routing) Benefits Comprehensive compensation and healthcare packages, including medical, dental, vision, and life insurance products 401(k) plan with employer match Competitive paid time off: vacation, personal time, holidays, and winter break Company sponsored volunteer & community outreach opportunities Organizational growth potential through our company sponsored online learning platform

Created: 2026-03-04