General Description
Performs advanced (senior-level) managerial work administering the daily activities and operations of the IT department and the Chief Information Officer (CIO).Work involves developing guidelines, procedures, policies, developing schedules, priorities, and coordinating activities. This position requires a proactive, detail-oriented, organized and tech-savvy individual to provide high-level and comprehensive administrative support for the CIO. The Executive Assistant is responsible for day-to-day key functions in collaboration with the CIO to ensure successful leadership, strategy initiatives and goals. Works under limited supervision with considerable latitude for the use of initiative and independent judgment.
Essential Duties
Provides administrative and technical assistance to the Chief Information Officer
- Work directly with the CIO to support all aspects of his daily work routine.
- Maintain the CIOs calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Exercise discretion in committing time and evaluating needs.
- Provide coordination, monitoring, and communication of projects and programs managed by the IT Department and other TFC departments.
- Serve as a primary point of contact between the Office of the CIO and IT governance groups, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.
- Determine priority of matters of attention for the CIO; redirect matters to staff to handle, or handle matters personally, as appropriate.
- Gathers and organizes documents for preparation and timely distribution of agenda packets for meetings, reviews materials for accuracy and completeness.
- Prepares minutes and distributes them in a timely manner.
- Provides technical guidance and advice on administrative matters to IT management, or other staff.
- Develops, reviews, and communicates administrative policies, procedures, standards, and methods.
- Works under the supervision of the Chief Information Officer on preparation of reports, schedules, and correspondence.
- Coordinates calendars, meetings, and other activities on behalf of the CIO.
- Establishes goals and objectives; develops and approves schedules, priorities, and standards for achieving goals; and manages evaluation activities for assigned business units.
- Communicates administrative policies and procedures.
- May prepare meeting notices or agendas.
- Performs related work as assigned.
Required Qualifications (Minimum Qualifications)
Education and Experience:
- Graduation from an accredited four-year college or university with major coursework in business administration or a related field. (preferred)
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- Five (5) years of administrative experience for a Director or CxO (preferred)
Education and experience may be substituted for one another on a year-for-year basis.
Must
possess the ability to attest to and maintain the security or integrity of the states critical infrastructure requirement to be considered for hire and to maintain employment.
Registration, Certification Or Licensure
Knowledge, Skills And Abilities
Knowledge of local, state, and federal laws and regulations relevant to business function.
Skill in maintaining record keeping and records management systems.
Skill in the use of personal computers and applicable programs, applications, and systems.
Skill in the use of standard office equipment.
Proficiency in using productivity tools, such as Microsoft Office Suite, Enterprise Resource Planning and other collaborating software.
Excellent organizational and time management skills, with the ability to multitask and prioritize tasks effectively.
Strong problem-solving and critical-thinking abilities
Skill in using logic a d reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
Skill in providing excellent customer service.
Skill in managing employee relationships.
Ability to perform data entry and retrieval.
Ability to pay close attention to detail, ensuring accuracy in work.
Ability to maintain effective internal and external working relationships.
Ability to protect sensitive and confidential information.
Ability to handle multiple projects and meet deadlines.
