IT Executive Administrator (Executive Assistant)

Job title:

IT Executive Administrator (Executive Assistant)

Company

Global Communities

Job description

Overview

Global Communities works at the intersection of humanitarian assistance, sustainable development and financial inclusion to save lives, advance equity and secure strong futures. We support communities at the forefront of their own development in more than 35 countries, partnering with local leaders, governments, civil society and the private sector to achieve a shared vision of a more just, prosperous and equitable global community.

The Executive Administrator to the Chief Information Officer (CIO) plays a pivotal role in managing day-to-day operations within the Information Technology department. This includes coordinating the CIO’s schedule, acting as a liaison between the CIO and stakeholders, and preparing correspondence and presentations with precision and professionalism. Additionally, the role oversees IT procurement processes, vendor relationships, budget management, and staff training on procurement procedures and best practices, ensuring the smooth functioning of the IT department through effective management of administrative tasks and procurement activities.

PRIMARY JOB RESPONSIBILITIES:

• Coordinate and manage the CIO’s schedule, including meetings, appointments, and travel arrangements.
• Act as a liaison between the CIO and internal/external stakeholders, responding to emails, calls, and requests on behalf of the CIO.
• Prepare and edit correspondence, reports, and presentations for the CIO, ensuring accuracy and professionalism.
• Arrange and organize meetings, conferences, and events, including logistics, agendas, and follow-up activities.
• Maintain confidential information with discretion and integrity, ensuring data is organized and easily accessible.
• Coordinate travel arrangements, accommodations, and itineraries for the CIO. Submit and reconcile expense reports for the CIO and IT Department.
• Assist in special projects, research, and initiatives as assigned by the CIO.
• Serve as the Subject Matter Expert (SME) for all IT procurement-related matters, including researching and identifying potential vendors, obtaining quotes, and facilitating the procurement process. Maintain IT Contracts
• Assign and remove licenses and subscriptions as submitted and approved though ticket management system. Prepare license reports for internal billing. Manage the lifecycle of licenses and subscriptions including renewals and new agreements.
• Maintain relationships with IT vendors, ensuring timely delivery of products and services. Collaborate with the CIO in negotiating contracts and agreements.
• Collaborate with the Finance Department on procurement matters, including processing purchase orders, tracking expenses, and reconciling accounts payable.
• Assist the CIO in monitoring and managing the budget for the information technology department, providing regular updates on expenditures and variances.
• Maintain accurate records of IT procurement activities and ensure compliance with organizational policies and procedures.
• Conduct training sessions for staff on IT procurement processes and best practices. Keep the team informed about relevant policies and procedures.
• Develop and maintain IT asset procedures for managing the lifecycle of all IT equipment. Perform annual IT asset audit. Acts as liaison between Financial Auditors and IT for IT asset reporting.

POSITION SPECIAL RESPONSIBILITIES:

• Expected to travel on behalf of organization up to 2% annually in support of department events, technology projects and/or initiatives.

Qualifications

• Undergraduate degree in a related discipline and a minimum of 2 years of related work experience or a minimum of 6 years of related work experience.
• Proven experience as an executive assistant or in a similar administrative role, preferably supporting C-level executives.
• Knowledge and experience in project management using Waterfall or Agile methodologies, preferred.
• Experience supporting procurement and vendor management based on existing policies and procedures.
• Exceptional organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency in MS Office suite and other relevant software.
• Ability to oversee confidential information with discretion.
• Detail-oriented and proactive.
• Excellent interpersonal skills and the ability to work collaboratively.
• Flexibility to adapt to changing priorities and deadlines.
• Proven ability to manage multiple concurrent engagements with shifting priorities, demands, and timelines.
• Exceptional planning, organizational, problem-solving, analytical, interpersonal, decision-making, oral, and written communication skills.
• Capacity to build and maintain excellent relations, work effectively in a multicultural environment, and respect diversity.
• Strong personal, organizational, and self-management skills, with an ability to work with a team and motivate others.
• Proven ability to develop and delivery training.
• Experience working in an international development nonprofit/NGO environment preferred.
• Knowledge of the NGO Reference Model preferred.
• Must have U.S. work authorization.

Application Instructions

To be considered for this position, please apply (including your resume and cover letter) by 3/11/24. Applications received after this date may be reviewed on a rolling basis until the job has been filled.

Location and Work Schedule

This selected candidate can be based in Silver Spring, Maryland. Candidates must be authorized to work in their preferred country without any restriction.

This role is on a hybrid/telework schedule. The selected candidate is expected to work at least twice as week (Tuesday, Wednesday, or Thursday) from either our San Diego or Silver Spring office and the remainder of the week from an approved remote location.

Salary and Compensation

The estimated salary for this position is between $64,480 – 81,191. Final salary will be based on several factors including qualifications, geographic location, experience, and internal equity. Global Communities provides a comprehensive benefits package; please note that this position is not eligible for allowances.

COVID-19 Policy

As an organization working to advance public health, Global Communities has an obligation to model best practices and to do all we can to protect each other, our partners, and the communities where we work. To ensure the continuity and effectiveness of our business operations, Global Communities is adopting a policy to safeguard the health of our visitors, employees, families, and the larger global community from COVID-19. Effective January 3, 2022, all U.S.-based Global Communities employees are required to provide proof of having received full dosage of COVID-19 vaccine that is FDA approved, approved for emergency use authorization, or have an approved medical or religious exemption on file with Global Communities, as a condition of employment.

Safeguarding Policy

Global Communities holds strict safeguarding principles and has a zero-tolerance policy for conduct of sexual exploitation, abuse, and harassment. In the process of recruitment, selection, and appointment, Global Communities will conduct robust reference and background screening checks, including international vetting as a signature of the Global Misconduct Disclosure Scheme to ensure children and vulnerable adults are safeguarded, and abuse is prevented. The incumbent is required to carry out their duties in accordance with Global Communities Safeguarding policy and the Standards of Conduct.

EEO/ADA

Global Communities is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Global Communities complies with all applicable provisions of the ADA and makes reasonable accommodations for applicants and employees with disabilities unless it provides undue hardship to the organization. If reasonable accommodation is necessary to participate in the recruitment process, please contact [email protected].

Expected salary

$64480 – 81191 per year

Location

Silver Spring, MD

Job date

Fri, 01 Mar 2024 23:09:33 GMT

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