Executive Assistant (IT)

District Medical Group•Phoenix, AZ

About The Position

This position provides administrative support for the Office of CIO and Security. The CIO/Security Office is comprised of infrastructure (cyber, network, and system administration), service desk, applications (business systems and business intelligence) and facilities teams. The CIO and IT teams provide: strategic IT planning, IT policy guidelines, cybersecurity, IT governance, cloud computing, infrastructure, and leadership in IT usage. Facility support and strategic planning for space and facility improvement. This role provides support to the team by completing complex administrative tasks in three categories: general office management, high level administrative work including management of budgetary systems (i.e. contracts and invoices) and team project management. Responsible for supporting the CIO, working closely with him/her/they to assist with significant leadership, project management, budgetary and administrative responsibilities. This role will provide significant project coordination assisting with organizing and controlling project activities. Coordinating meetings, resources, equipment and information. Handle projects with the goal of seeing them through on schedule/budget. Administrative support responsibilities consist of maintaining the CIO’s calendar, scheduling meetings and conference calls, coordinating and maintaining the department budget including contracting, invoicing/account management/reporting, annual budgeting preparation and travel arrangements. This includes coordinating and facilitating IT Governance meetings and managing presentations and supporting materials, scheduling and organizing events sponsored by the CIO and staff members. It requires coordinating the calendars of people who meet regularly with DMG's decision makers.

Requirements

High school diploma required.
2+ years of progressive administrative experience required
Advanced experience with calendar management, scheduling meetings and email task management
Excellent interpersonal, time management, and organizational skills.
Ability to multitask and prioritize tasks
Flexibility and skill in working as a team member as well as independently in a high demand, multi-task environment
Excellent analytic and written and oral communication skills
Exceptionally organized with an attention to details to facilitate team processes and operational systems (projects/budget)
Ability to understand the big picture and align priorities accordingly
Exceptional knowledge and experience working with Microsoft applications
Knowledge of internal project management systems and processes
Maintain a valid Driver’s License and motor vehicle record in good standing
Maintain vehicle insurance coverage in accordance with the state minimum required limits
Exhibit computer proficiency in Microsoft Office Suite (Ex: Word, Excel, and Outlook)
Uphold and maintain confidentiality, in accordance with federal and state law, company policy, and the role being performed.
Understanding of and maintaining compliance with HIPAA laws and regulations.
Maintain compliance with DMG policies and procedures.
Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards.

Nice To Haves

Healthcare or Information Technology experience strongly preferred.

Responsibilities

Manage complex calendars for the CIO and IT leadership team, including scheduling, prioritization, and meeting coordination.
Prepare meeting agendas, presentations, reports, and executive briefings.
Handle confidential communications and serve as a primary liaison for CIO-related requests.
Track action items, commitments, and deadlines across IT initiatives.
Coordinate CIO and team travel arrangements and logistics.
Acting as the point of contact between the executives and internal or external colleagues
Organizing meetings and booking meeting rooms
Handling correspondence directed to managers
Making travel arrangements and detailed travel itineraries
Recording and managing meeting minutes as needed
Producing reports and presentations
Maintaining the current filing and database system, and looking for ways to improve current systems
Maintains calendar of appointments for the CIO ensuring that they are apprised of all appointments and changes as well as matters requiring immediate attention
Assist with project design and schedules
Assist with current projects coordinate teams to keep workflow on track
Process IT-related invoices, ensuring accuracy, coding, and timely submission.
Reconcile the CIO’s corporate credit card, including receipt gathering, categorization, and monthly reporting.
Assist with IT budget monitoring, vendor renewals, and procurement activities.
Maintain IT policies, SOPs, process documentation, and department records.
Support compliance and audit preparation with clean, up-to-date documentation.
Serve as the primary coordinator for IT-related onboarding and offboarding tasks.
Ensure new hires receive proper hardware, software, access, and IT orientation.
Manage account provisioning and device deployment with IT teams.
Maintain onboarding/offboarding checklists, workflows, and documentation.
Oversee equipment recovery, return, and account deactivation for departing employees.
Create, maintain, and update IT policies, SOPs, workflows, and knowledge bases.
Work with IT leadership to formalize new processes and ensure documentation standards are followed.
Communicate updates to policies/procedures across teams.
Support compliance, audit, and certification efforts with accurate documentation.
Maintain accurate inventory of IT assets, including laptops, monitors, peripherals, mobile devices, and software licenses.
Track the lifecycle of assets from procurement to deployment, maintenance, and retirement.
Coordinate asset assignments for onboarding, role changes, and offboarding.
Assist with forecasting asset needs, refresh cycles, and procurement planning.
Ensure asset records are kept updated in tracking systems and align with financial reporting.
Support audits and reconciliations of physical and digital assets.
Other duties as assigned.