Executive Assistant

4 weeks ago

Cambridge, United States CYNET SYSTEMS Full time
Job Description:

Pay Range: $52.14hr - $57.14hr

Responsibilities:
  • Manages the CIO s calendar and responds to scheduling needs and requests from both internal and external sources.
  • Schedules leadership, committee, and team meetings.
  • Collects, develops, and organizes information.
  • Composes and edits correspondence, presentations, documents.
  • Schedules and plans departmental meetings and events.
  • Communicates closely with vendors and other external parties; acts as department liaison and primary point of contact for individuals outside of HKS.
  • Coordinates candidate interviews/external party visits and communication.
  • Maintains departmental record keeping and filing, including contracts and confidential personnel and financial data.
  • Supports procurement and contracting processes for school-wide purchases of software, hardware, and leased computers.
  • This includes working with the various departments regarding the planning and budgeting of their leased personal computers.
  • Supports, documents, and communicates on behalf of working groups and task forces (Information Technology Advisory Group, IT Affinity Group, Risk Management Committee, etc.).
  • Receives, routes, prepares, and monitors the department s financial transactions using financial systems; prepares information for budget analysis.
  • Stocks/inventories departmental supplies, routes mail, maintains departmental technologies (copier, fax, printer).
Basic Qualifications:
  • Minimum of 3 years of executive or office administrative experience.
Additional Qualifications:
  • Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
  • Experience in a high-profile environment providing complex administrative support.
  • Excellent oral and written communication skills.
  • Ability to prioritize and manage multiple and ongoing demands.
  • Excellent attention to detail.
  • Ability to effectively work and communicate with a variety of personalities, skills, and levels.
  • Results-oriented.
  • Ability to demonstrate personal initiative and creative problem-solving.
  • 5 plus years of experience preferred.
  • Experience with financial management and accounting.
  • This Executive Assistant and Administrative Coordinator reports to the Chief Information Officer (CIO) and has two primary roles.
  • Executive Assistant for the CIO.
  • Administrative Coordinator for the Information Technology Department.
  • For the CIO, this position provides personal administrative support such as managing the CIO s very busy calendar/schedule; scheduling leadership, committee and team meetings; collecting, developing, and organizing information; composing and editing correspondence, presentations, and documents.
  • The 35-person IT Department, position is responsible for performing various administrative and financial management functions, including coordination for procurement, contract management, administrative support to IT-related committees and project teams; communication with vendors and other external parties; invoice processing; general ledger transactions; and scheduling meetings.

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