Administrative Assistant

K2 Services•New York, NY

1d•$31 - $34

About The Position

The Administrative Assistant supports the Technology department by coordinating the day-to-day operational and administrative activities of the IT leadership team. The role serves as a point of contact for internal and external audiences and provides direct support to the Chief Information Officer (CIO), including calendar and meeting management, travel and expenses, communications, and coordination with other departments. The Assistant works closely with the CIO on workload planning, prioritization, and high-priority or executive-level initiatives, and supports departmental operations, special projects, and interdepartmental activities. The position also coordinates IT meetings and events, prepares materials and correspondence, tracks action items and deliverables, handles invoices and budget-related tasks, and supports vendor contracts and subscription renewals. It requires discretion in handling confidential information, sound judgment in changing or high-pressure situations, and regular interaction with executive leaders. The Assistant may coordinate training and conference travel for IT staff and work with office IT Operations and AV teams, including providing hands-on support when needed.

Requirements

High school diploma or equivalent.
At least 3 years of relevant administrative experience in a professional services environment.
Strong written and verbal communication skills and the ability to interact professionally across all levels of the firm.
Demonstrated success communicating with executive leadership teams.
Ability to convey content clearly and succinctly.
Self-motivated and highly organized, with planning skills and the ability to take immediate, effective action in high-pressure situations.
Strong time management skills and the ability to balance meetings, high-priority requests, and daily responsibilities.
Sound judgment and discretion in handling confidential information, setting priorities, following up on progress, and meeting deadlines.
Ability to manage competing priorities, meet deadlines, triage impromptu requests, manage expectations, and maintain progress on daily needs.
Strong technical abilities, including advanced experience with Microsoft Office Suite.
Ability to lift or move 40 pounds or greater.
Ability to grasp, lift, or carry packages on a standard wheeled cart with a load capacity of 75 pounds.
Ability to walk, bend, kneel, stand, or sit for an extended period.

Nice To Haves

Knowledge of and experience applying project management techniques.

Responsibilities

Provide daily administrative and operational support to the CIO and the department’s leadership team, including meeting management, calendaring, time management, travel and expense management, and coordination with other departments.
Support the IT leadership team and report to the CIO on departmental operations, special projects, interdepartmental initiatives and communications, and intradepartmental activities.
Work with the CIO on workload planning, prioritization, and coordination of high-priority and executive-level initiatives.
Organize and schedule IT management and departmental meetings and offsite events; prepare materials and correspondence, capture action items, and follow up on deliverables.
Arrange complex travel and process expense reports.
Process IT department invoices, coordinate with Accounts Payable, and track and follow up on payments.
Assist with ordering supplies and facilitate contract or subscription renewals, including obtaining vendor quotes and tracking renewal dates.
Assist with budget entry and reporting.
Coordinate special projects by recording open items, tracking progress, and following up on deliverables.
Maintain confidential information, including contracts, business plans, and legal actions.
Interact with executive leaders with diplomacy and discretion, maintain thorough knowledge of departmental operations, and initiate and manage follow-up actions.
Generate and drive department-wide communications to promote engagement and the flow of information and successes.
Act effectively when established procedures are not available.
Arrange registration and travel for IT staff attending training, conferences, seminars, or visiting other offices, in accordance with firm guidelines.
Coordinate regularly with office IT Operations and AV teams and provide additional hands-on support when needed.
Perform other work-related duties as assigned.