Executive Assistant, IT

Urban Edge Properties•Maywood, NJ

2d•$100,000 - $120,000•Onsite

About The Position

The Executive Assistant to the CIO provides comprehensive administrative and operational support to the SVP, Chief Information Officer, and serves as the central point of coordination between the Information Technology department, Finance, Legal, Procurement, Human Resources, Property Operations, and external vendors. The role combines executive support with ownership of IT contract administration, vendor due diligence, and invoice processing, and supports the company-wide AI and technology initiatives that the department leads. The ideal candidate will bring prior experience supporting executive-level management and demonstrate proactivity by anticipating needs and next steps and following through. They will be comfortable with technology and eager to learn new tools (including AI) as the company continues to innovate, thrive in a fast-paced environment, manage multiple priorities and deadlines at once, and demonstrate excellent communication and judgment.

Requirements

High School Diploma or GED, Associate or Bachelor’s degree preferred.
Five or more years of administrative experience, preferably supporting a senior executive in an information technology or corporate environment.
Experience with contract and vendor management.
Knowledge of contract and vendor management, procurement, and vendor compliance processes.
Advanced proficiency with Microsoft Office and collaboration technologies
Strong verbal and written communication skills with executive presence and professionalism,
Strong organizational and prioritization skills and ability to manage competing priorities in a fast-paced environment.
Analytical and detail-oriented skills
Ability to anticipate needs and proactively follow through
Ability to adapt quickly to new technologies, tools, and processes with an interest in learning new applications and technologies.
Ability to work independently and collaborate effectively across teams.
Openness to feedback and direction

Nice To Haves

Familiarity with vendor documentation including SOC reports, cyber insurance certificates, and security questionnaires is a plus.

Responsibilities

Manage the CIO’s calendar and meeting priorities; monitor and respond to requests from executives, vendors, and business stakeholders.
Answer phone calls and greet and escort guests of the CIO.
Arrange travel and process expense reports.
Prepare agendas, minutes, supporting exhibits, and action item tracking for meetings with direct reports, committees, and other meetings as directed.
Independently develop initial drafts of management and departmental communications, including presentations, reports, memoranda, and correspondence.
Coordinate conference rooms, Teams meetings, and meeting logistics.
Take the lead on special projects as assigned.
Track active contracts, renewal dates, notice periods, termination requirements, and expirations, engaging stakeholders in time to act.
Maintain the contract management tracker and master vendor contract repository, and conduct an annual contract inventory review.
Route and track NDAs, MSAs, SOWs, and amendments through Legal review and signature, including DocuSign routing.
Coordinate vendor onboarding, renewal decisions, renegotiations, and terminations with business owners, and initiate vendor review discussions.
Obtain quotes and pricing, maintain vendor records, and follow up with vendors on outstanding documentation.
Maintain software license records and renewal dates.
Own the vendor due diligence process in Venminder, including onboarding reviews and annual reviews.
Collect and track SOC reports, cyber insurance certificates, business continuity documentation, security questionnaires, and compliance certifications.
Follow up on outstanding requests and incomplete assessments, and coordinate required compliance reviews.
Maintain vendor records and supporting documentation, and provide them to IT leadership, who assess risk and set vendor risk ratings.
Facilitate the purchasing process, including approvals, invoice processing, and payment follow-up.
Review incoming vendor invoices, match them against contracts, SOWs, and approved services, assign the proper project and accounting codes, and route them for approval in Nexus.
Reconcile invoices against the approved budget and flag variances.
Work directly with vendors and Accounts Payable to resolve billing discrepancies, credits, and payment inquiries.
Track invoice payment status and maintain invoice records.
Coordinate vendor onboarding documentation and compliance requirements.
Support annual IT budget planning by gathering vendor pricing and renewal quotes.
Organize IT leadership meetings, quarterly reviews, vendor meetings, and project check-ins.
Coordinate meetings and logistics for major initiatives, such as the annual cybersecurity audit and tabletop exercises.
Maintain project trackers, and assemble and publish program and project status reports.
Capture meeting notes, action items, and follow-up tasks, and drive them to completion.
Coordinate AI Committee meetings and AI enablement activities.
Coordinate company-wide AI and technology training programs and workshops across business departments, external trainers, and IT leadership.
Manage attendee lists, registrations, attendance tracking, and communications for training sessions and department learning events.
Serve as the primary point of coordination between IT, Finance, Legal, Procurement, HR, Property Operations, and external vendors, ensuring information, approvals, and deliverables move efficiently.

Benefits

Target bonus eligible
Medical, Dental, and Vision eligible after first month of employment
Traditional & Roth 401K eligible 1st month of employment with competitive employer match.
Healthcare, and Dependent Care FSAs
Health Savings Account (HSA)
Long Term Disability (company paid)
Basic Life Insurance (company paid)
Supplemental Critical Illness and Accident Insurance
Voluntary Life (Employee, Spouse, Child) Insurance
Wellness initiatives & incentives
20 PTO days annually
12 Paid Holidays