IT Executive Assistant

NightOwl Consulting

7d•Remote

About The Position

The Executive Assistant, Information Technology provides high-level administrative and coordination support to the Chief Information Officer and the IT leadership team. This is a fully remote, shared role: primary support to the CIO, with direct support to designated IT and Training leaders. The position balances competing priorities across multiple principals, exercises discretion with confidential information, and keeps the department’s calendar, communications, and operations running. Ideal candidates have proven experience supporting senior executives, strong written and verbal communication skills, and the ability to work well across organizational boundaries while managing confidential information.

Requirements

Excellent written and verbal communication skills, with the ability to interact professionally and effectively across all levels of the organization.
Advanced proficiency with Microsoft 365 applications, including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint.
Demonstrated ability to handle highly confidential and sensitive information with discretion, professionalism, and sound judgment.
Strong organizational, time management, and follow-through skills, with exceptional attention to detail.
Proven ability to prioritize competing demands, manage multiple tasks simultaneously, and consistently meet deadlines in a fast-paced environment.
Minimum of five (5) years of experience providing executive-level administrative support, preferably supporting multiple senior leaders simultaneously.
Experience within financial services, mortgage lending, banking, or another highly regulated industry is preferred.
Demonstrated success working in dynamic, high-accountability environments requiring strong coordination, communication, and problem-solving skills.

Responsibilities

Manage the CIO’s calendar and coordinate scheduling across designated IT and Training leaders, proactively resolving conflicts, protecting focus time, and organizing recurring leadership meetings, including monthly Senior Leadership Team sessions.
Prepare meeting agendas, capture and distribute notes, track action items, and follow up on outstanding deliverables to ensure timely completion.
Draft, edit, and manage correspondence on behalf of the CIO and designated leaders; triage incoming requests and direct them to the appropriate stakeholders.
Coordinate domestic and international travel arrangements, develop detailed itineraries, and process expense reports for the CIO and designated leadership team members.
Support contract administration, vendor onboarding, and renewal processes in partnership with procurement teams; monitor key dates and route documentation for review and approval.
Maintain departmental records, distribution lists, organizational charts, and shared documentation, ensuring accuracy, version control, and appropriate access permissions.
Monitor deliverables, milestones, and deadlines across IT initiatives; coordinate cross-functional collaboration and provide leadership with clear visibility into project status and progress.
Handle sensitive personnel, security, financial, and vendor information with the highest level of professionalism, confidentiality, and compliance with company data security policies.
Perform other duties and responsibilities as assigned.