• Responsible for general IT Support and Troubleshooting for the Office and Warehouse.
• Communicate on behalf of management, including preparing written and verbal communication.
• Create reports to provide information for management to make decisions.
• Assist in ordering office supplies and IT equipment.
• Handle administrative requests and fulfill analysis queries from leadership.
• Work proactively to identify, investigate, and report irregularities within their designated area of responsibility.
• Serve as a backup assistant, as designated by the leader.
• Ensure proper coverage of necessary responsibilities.

Skills: IT Support, Communication, Data Reporting, Admin Support, Inventory Management, Problem Solving, Leadership Support, Task Coordination

• Maintain an efficient and well-organized filing system for the department.
• Ensure items are archived and disposed of according to company guidelines.
• Organize and schedule appointments for department leadership.
• Coordinate department meetings and take detailed minutes, writing and distributing emails, memos, and other information within the department.
• Work cooperatively with external suppliers and service companies to maintain a successful partnership.
• Responsible for including possible access to HIPAA-protected health information.
• Comply with HIPAA Privacy and Security requirements and policies.
• Perform all assigned tasks accurately, efficiently, and in accordance with applicable policies and procedures.
• Maintain confidentiality and privacy of employee and company-sensitive data.

Skills: File Management, Records Compliance, Appointment Scheduling, Meeting Coordination, Vendor Relations, HIPAA Compliance, Data Accuracy, Confidentiality Maintenance

• Perform a full range of administrative duties for the CIO as well as departmental directors, including calendar management, writing/typing notes and correspondence, completing expense reports, and maintaining confidential records.
• Quickly develops a deep understanding of the needs, preferences, and priorities of the CIO and directors supported.
• Maintain document library using the Firm’s document management system.
• Prepare requisitions and process invoices using the Firm’s procurement system.
• Assist with the preparation of CIO meetings, including assisting with agenda preparation, attending to meeting logistics, following up with directors on assignments and working with the meeting facilitator to finalize the meeting minutes.
• Review, requests, schedules appointments and meetings, conference calls and other department events.
• Inform attendees/participants of function dates and times, reserve meeting space, and provide audio/visual and other equipment/materials.
• Create effective presentations and correspondence, interacting with executives, clients, etc.
• Act as a liaison with other departments and vendor/clients, including senior staff, including the Executive Director, Chief Financial Officer and Directors of Administration.
• Proofread copy for spelling, grammar and layout, making appropriate changes.

Skills: Executive Support, Calendar Management, Document Control, Procurement Processing, Meeting Coordination, Presentation Development, Cross-Department Liaison, Proofreading Accuracy

• Responsible for the accuracy and clarity of the final copy of materials visible to those at the highest levels of the Firm.
• Handle confidential and non-routine information, keeping the information private and confidential.
• Coordinate office moves and facility-related requests.
• Assist with domestic and international travel arrangements for the CIO Organization.
• Maintain IT department org charts and email distribution lists.
• Greet visitors, answer and direct phone calls, take messages, or field answers for routine and non-routine questions.
• Compile data for reports and presentations.
• Assist other administrative assistants to work as a team as the workload dictates, especially in phone coverage for the CIO.
• Coordinate PTO with other admin assistants to ensure coverage.
• Work independently and within a team on special nonrecurring and ongoing projects.

Skills: Document Accuracy, Confidential Handling, Facility Coordination, Travel Management, Data Compilation, Visitor Relations, Team Collaboration, Project Support

• Support the IT Team with licensing tracking, software/hardware ordering, and invoice approval activities.
• Help maintain support agreements and warranties.
• Construct documentation for IT functions.
• Field incoming calls and coordinate schedules.
• Edit and update SharePoint documentation.
• Create documentation for Security Policies.
• Support duties related to administrative functions.
• Complete other tasks as deemed necessary to facilitate IT objectives.

Skills: IT Procurement, License Tracking, Documentation, Call Coordination, SharePoint Management, Security Policies, Admin Support, IT Operations

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with leadership.
• Strong written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Ability to research and provide analysis of business data and or budget information.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Solid working knowledge of Microsoft Office Suite and Visio.

Qualifications: BA in Business Administration with 6 years of Experience

• Experience in supporting at an Executive level.
• Experience in a large global organization.
• Able to support a cross-functional department.
• Experience in organizing and coordinating complex events (internal and offshore).
• Bilingual English and French (spoken and written).
• Knowledge of other languages and international customs, knowledge of Spanish.
• Extensive knowledge of Word, Excel and PowerPoint, Outlook, MS Teams Live Events.
• Proactive approach to problem-solving with strong decision-making skills.
• Ability to multitask and prioritize tasks.
• Excellent time management skills.
• Well-developed organizational skills.
• Proven ability to work and adapt in a fast-paced work environment.
• Able to pay attention to details.

Qualifications: BA in Office Administration with 7 years of Experience

• Ability to take detailed meeting minutes, identify and track action items and follow up.
• Expert knowledge of Microsoft applications, including Outlook, Word, PowerPoint, Excel, SharePoint, and Google Suite applications.
• Ability to team player with a positive attitude.
• Ability to work independently and proactively.
• Excellent communication skills.
• Ability to learn/adopt new technologies and processes.
• Ability to take initiative and exercise good judgment, discretion, and confidentiality in all tasks.
• Experience working as an Administrative Assistant supporting senior leadership.

Qualifications: BS in Information Systems with 5 years of Experience

• Knowledge, experience and understanding of Windows client/server operating systems and architecture.
• Excellent communication and IT Support skills.
• Knowledge and understanding of the use of Microsoft 365.
• Able to plan and prioritize own work programs.
• Able to work to deadlines and manage conflicting priorities.
• Good knowledge of computer systems/networks and a range of software applications.
• Must have a solutions-focused approach when presented with a problem.
• Enthusiasm and motivation to progress in skill and knowledge.

Qualifications: BS in Computer Science with 3 years of Experience

• Administrative experience, or equivalent combination of experience.
• Intermediate to senior-level administrative knowledge.
• Skill and senior-level knowledge in some administrative tasks.
• Ability to work with multiple issues/projects.
• Experience/ability to support more than one employee's general administrative needs.
• Specific advanced level of software skills as required by the work unit.
• Knowledge of Word, Excel and PowerPoint.
• Must have written and verbal communication skills.

Qualifications: BA in Administrative Management with 5 years of Experience