Division Administrator, IT Strategy

ITOCHU International Inc•New York, NY

About The Position

Provides comprehensive administrative and contract support to the IT Strategy Division, ensuring smooth execution of day-to-day operations and effective coordination of vendor and contractual activities. This role is responsible for managing contracts, tracking renewals, processing invoices, and supporting general administrative functions while maintaining strong organization, accuracy, and confidentiality.

Requirements

Associate degree or higher preferred.
3–5 years of professional administrative experience required; experience supporting IT, contracts, or vendor management strongly preferred.
Demonstrated experience handling contracts, invoices, or vendor documentation.
Advanced proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
Strong organizational skills with exceptional attention to detail and deadline sensitivity.
Ability to manage multiple priorities, work independently, and adapt in a fast-paced environment.
Strong communication skills and sound judgment when handling confidential and sensitive information.

Nice To Haves

Prior experience supporting an international organization or cross-functional teams is a plus.

Responsibilities

Coordinate and administer IT-related contracts, including tracking key terms, renewal dates, approvals, and amendments.
Maintain contract logs and documentation, ensuring accuracy, version control, and compliance with internal policies and procedures.
Liaise with internal stakeholders (IT, Finance, Legal, Procurement) and external vendors to support contract execution and follow-ups.
Track, process, and reconcile invoices related to IT vendors and service providers, working closely with Finance and Accounts Payable.
Support budget tracking and administrative reporting for IT initiatives and ongoing vendor engagements.
Prepare and maintain organized electronic and hard copy filing systems for contracts, vendor documentation, and confidential records.
Coordinate meetings with internal teams and external vendors, including scheduling, agenda preparation, and follow-up actions.
Manage calendars for IT Strategy leaders, including scheduling meetings and coordinating with other administrative staff as needed.
Draft, proofread, and format correspondence, memos, and internal communications related to IT and vendor activities.
Monitor email correspondence and proactively flag urgent or time-sensitive matters.
Provide general administrative support, including travel coordination, expense processing, office coordination, and ad-hoc project support.
Perform additional administrative duties and special projects assigned.