IT Administrative Assistant

Didlake, Inc.•Manassas, VA

About The Position

The Administrative Assistant plays a critical role in supporting the efficiency and effectiveness of the Information Systems (IT) department. This position serves as the central administrative and coordination hub for the team, ensuring technology projects, vendor relationships, and departmental operations run smoothly. By supporting project tracking, contract management, purchasing processes, and day-to-day administrative activities, this role helps the IT team successfully deliver technological solutions that support the organization’s mission and operations.

Requirements

Strong organizational skills and the ability to manage multiple priorities.
Attention to detail and strong follow-through on tasks and deadlines.
Ability to communicate effectively with both technical and non-technical stakeholders.
Ability to work independently while supporting a collaborative team environment.
Minimum 3 years of relevant administrative or related experience.
Strong proficiency in Microsoft Office Suite, particularly Word and Excel.
Excellent written and verbal communication skills.
Strong organizational, time management, and problem-solving abilities.
High level of attention to detail and accuracy.
Ability to prioritize tasks and meet deadlines in a fast-paced environment.

Nice To Haves

Administrative experience supporting a department or leadership team preferred.
Equivalent combination of training and experience may be considered.

Responsibilities

Provide administrative support to the VP of IT, including calendar management, meeting coordination, project tracking, and event planning.
Support IT department technology initiatives by tracking project tasks, timelines, and deliverables using Smartsheet and providing regular project status updates to leadership.
Assist in coordinating IT department projects by documenting tasks, monitoring deadlines, and following up with team members to ensure milestones are met.
Provide back-up support to the IT Manager by assisting with helpdesk ticket coordination and assigning tickets to technicians based on availability and expertise.
Manage corporate contracts within the Contract Management System, including adding new contracts, updating documentation, maintaining vendor account information, and generating contract reports.
Support departmental purchasing by creating purchase requisitions, reconciling credit card expenses, and processing packing slips.
Assist with asset management by maintaining accurate asset records, conducting regular audits, and supporting reporting requirements.
Serve as a primary point of contact for vendors, handling billing inquiries, service requests, and account updates.
Create and upload instructional materials such as training videos and webinars to internal platforms.
Review and process monthly invoices and escalate issues, when necessary, based on established guidelines.
Assist with the preparation and documentation of the annual IT budget.
Coordinate IT Tech Talks, including scheduling sessions, preparing content, and managing room or technology setup.
Provide additional administrative, clerical, and research support to the IT team as needed.