The Executive Assistant will play a pivotal role in supporting our client's IT leadership team, with primary responsibilities in office administration, employee onboarding, and executive calendar management. This position requires a proactive and detail-oriented professional who thrives in a dynamic environment and excels in organization, communication, and collaboration.
Key Responsibilities:
1. Office Administrator
- Coordinate team meeting logistics, including booking meeting rooms and setting up necessary equipment.
- Manage and maintain office supplies to ensure smooth day-to-day operations.
- Organize and oversee IT team lunches, town halls, and annual events, ensuring alignment with organizational goals.
- Celebrate festivities and plan team-building activities to promote engagement and camaraderie.
- Provide operational and administrative support to the IT leadership team by handling logistics and administrative tasks.
2. Onboarding Representative
- Oversee the first-day experience for new employees, ensuring a comprehensive and welcoming onboarding process.
- Collaborate with managers to schedule initial meetings (first week) for new hires.
- Conduct structured onboarding check-ins (T+0, T+7, T+30, and T+90) to ensure a smooth integration into the team.
- Collect and present feedback from new hires to identify and implement continuous improvements in the onboarding experience.
3. CIO Calendar Administrator
- Manage and prioritize the CIO's calendar, ensuring efficient scheduling of high-priority meetings.
- Coordinate and schedule executive meetings, including preparation of agendas and follow-up actions.
- Maintain professionalism and confidentiality in handling executive-level communications.
- Proactively anticipate and resolve scheduling conflicts to optimize the CIO's time.
4. Collaboration with Leadership
- Hold regular one-on-one meetings with leadership to align on priorities and responsibilities.
- Participate in one-on-one meetings with CIO to provide updates and support calendar-related activities.
Qualifications:
- Proven experience in executive-level administrative roles or related fields.
- Strong organizational and multitasking skills with exceptional attention to detail.
- Proficiency in office software tools (e.g., Microsoft Office Suite, scheduling tools).
- Excellent communication and interpersonal skills.
- Ability to maintain confidentiality and exercise discretion in sensitive matters.
- Demonstrated ability to take initiative and work independently with minimal supervision.
Preferred Qualifications:
- Experience in employee onboarding processes or HR support.
- Familiarity with calendar management tools (e.g., Microsoft Outlook, Google Calendar).
- Strong problem-solving skills and adaptability in a fast-paced environment.