IT Administrative Assistant

Helena Agri-Enterprises, LLC•Collierville, TN

19d•Onsite

About The Position

The Information Technology (IT) Administrative Assistant performs general administrative duties to support Helena's IT team.

Requirements

High school diploma or equivalent is required.
Three years of related work experience is required. Two years must be in a corporate environment using collaboration tools, spreadsheets and word processing software is required.
Phone etiquette.
Ability to handle confidential information.
Computer skills are required. Familiarity with Microsoft Office Suite including OneDrive, Teams, PowerPoint, Word, etc. is required.
Verbal and written communication skills.
Organizational skills.
Customer service skills.
Ability to set priorities and work on multiple tasks.
Knowledge of basic accounting and/or bookkeeping.
Ability to research data using a variety of tools and systems including budgeting or payables GL system and data reporting systems.
Ability to read, write and speak in English is required.
Successful completion of a drug screen and background check is required for all positions at Helena.

Nice To Haves

A fundamental certification with an AI tool like Copilot is preferred.
Communicating in Spanish is a valuable skill at Helena.

Responsibilities

Uses Copilot/AI tool to draft, format and organize correspondence, meeting minutes, strategy documents, status reports and other materials for the IT team.
Employs Copilot/AI tool to summarize and distribute key communications and updates.
Answers phone calls, takes messages and directs callers to respective voice mailboxes within IT and corporate areas.
Leverages Copilot/AI tool to maintain Chief Information Officer (CIO)/Director's calendar, schedule meetings, send reminders and coordinate appointments.
Uses Copilot to organize team meetings, vendor meetings, business plan sessions, workshops and training events, including sending invites and tracking RSVPs.
Reviews, tracks and codes invoices for accuracy and timely processing.
Manages IT travel and expense and procurement cards, including reviewing travel expenses and reconciling card transactions.
Prepares monthly financial statement and analysis highlighting items for further review by department leaders.
Prepares financial information for reports and assists with yearly budget process.
Supports IT asset management by updating ServiceNow, tracking tickets, reconciling lease returns and invoice credits and assisting with audits to maintain accurate inventory records.
Serves as a backup for IT access by granting system access when needed.
Owns IT license governance using ServiceNow, identifies available software licenses and alerts leadership when thresholds are reached for additional purchases.
Uses Copilot/AI tool to update project plans, manage project dashboards and generate presentation materials for meetings.
Organizes and manages Change Advisory Board meetings using ServiceNow.
Makes travel arrangements as necessary for CIO, leaders and other team members.
Creates and maintains vacation schedules including a monthly status report for CIO/Director/Managers utilizing spreadsheet software.
Coordinates training provided by the IT team including scheduling travel and accommodations for trainees, preparing training materials, setting up the training room, arranging for meals and resolving any issues/problems that arise during training sessions.
Provides excellent customer service to all internal and external customers.
Other work-related duties as assigned by your leader.
Regular and reliable attendance is required.
Follows all company policies and procedures.

Benefits

Health, Dental & Vision Insurance STARTS THE SAME DAY YOU DO!
Earn up to $3,000 in Reward Dollars from Helena for your Health Savings Account (HSA).
Helena's robust 401(k) Savings Plan offers you a 100% company-match up to 5% starting on your first day. As your years of service with Helena increase, so does our company-match - up to 10% based on your contribution amount.
Three-year vesting on company-match with 1,000 hours of service.
Access your earned pay between paydays through Earned Wage Access (EWA) with DailyPay.
Up to 15 days paid time-off plus 9 paid holidays.
Free Term Life Insurance at 1x your annual base pay - paid for by Helena at no cost to you.
Free Short & Long-Term Disability.
Up to four weeks of paid Parental Leave.
Education Assistance.
And much more!