IT Executive Administrative Assistant, New Jersey

Job Title: IT Executive Administrative Assistant

Job ID: (phone number removed)

Location: Newark, NJ(Remote)

Duration: 3-4 Months on W2 Contract

 

Interview Type: Teams Interview 

 

Job Description:

 

PURPOSE/ MISSION OF TEAM:

Our team provides essential support to senior leadership and drives key initiatives that ensure the smooth operation of our department.

We are collaborative, fast-paced, and solutions-oriented, working across teams to support both strategic and day-to-day administrative needs.

We have a few initiatives related to employee engagement, executive reporting, and process improvements.

The assistant will play a key role in supporting documentation, scheduling, and logistics tied to these efforts.

This is a collaborative and supportive environment with exposure to senior leaders and strategic IT functions.

The role offers meaningful variety and the opportunity to contribute to high visibility initiatives.

While this is a temporary role, our company often considers high-performing temps for future openings.

It's an excellent opportunity to get your foot in the door and demonstrate your capabilities.

 

Manager Notes:

 

the ideal candidate will have an outgoing personality

extensive experience in calendar management

3 ) Strong Verbal communication skills

Ability to anticipate needs and handle issues before escalating.

experience with Concur will help this resource be successful in this role.

 

JOB SUMMARY:

 

This position provides comprehensive administrative support to the SVP of Operations, Chief Information Officer (CIO), Chief Information Security Officer (CISO), and the IT Vice President of Applications, assisting with a broad range of tasks including team engagement initiatives, professional development, event and meeting coordination, business presentation creation, and other executive-level needs.

As a highly visible and integral role within the department, this position offers excellent opportunity for a motivated candidate to enhance executive communication skills and develop expertise in creating detailed-oriented deliverables.

The successful candidate will be entrusted with sensitive information and must demonstrate the highest levels of confidentiality, professionalism, and courtesy in all interactions.

Additionally, the position will contribute to organizational projects, task management, and strategic planning efforts across the IT department.

 

Education:

 

Additional Job Details:            

 

Education & Experience:

 

Minimum of 5 years' experience as an executive assistant/executive support experience required.

Strong organizational, time-management and problem-solving skills.

Knowledge of IT preferred.

Experience leading or managing team initiatives/engagement activities is a plus.

High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and presentation skills preferred.

Ability to maintain confidentiality and handle sensitive information with discretion.

Demonstrate ability to manage multiple projects and priorities simultaneously in a fast-paced environment.

 

Competencies:

 

Proactive, self-starter with the ability to work independently and as part of a team.

Strong attention to detail and commitment to excellence.

Excellent interpersonal skills and the ability to build relationships at all levels of the organization.

Flexibility and adaptability to changing business needs and priorities.

Demonstrate the ability to think strategically and solve problems effectively.

Excellent communication skills and ability to multitask in a fast-paced environment.

Proactively identifies opportunities for improvement and implements changes as needed to optimize processes, enhance efficiency, and drive results.

 

Communications:

 

Maintains confidentiality of sensitive information and company data without exception.

Excellent written and oral communication skills are required.

 

Other Requirements: Occasional travel to the office required.

 

KEY ACCOUNTABILITIES:

 

50% - Administrative Business Support:

 

Facilitate seamless day-to-day operations and offer comprehensive administrative support to SVP, CIO, CISO, and IT VP of Applications to ensure priorities are effectively managed.

Manage domestic & international travel arrangements for SVP, CIO, CISO, and IT VP of Applications to include the creation of travel agendas.

Create and manage expense reports for SVP, CIO, CISO, and IT VP of Applications

Manage executive's calendar, emails, and ad hoc projects.

Order internal office supplies for IT as necessary.

Maintain organizational charts, files, and IT contact lists.

 

20% - Ad-Hoc Support and Event Management:

 

Help with planning, coordination, and execution of team events, initiatives, and activities to include any onsite and offsite events

Coordinate special projects related to department and company goals as assigned.

Assist with quarterly RIM meeting materials. Provide ad-hoc administrative support as needed to ensure executive efficiency and contribute to organizational success.

 

15% - Leadership and Team Engagement:

 

Assist in driving the development and implementation of innovative activities to enhance overall team engagement.

Assist in developing initiatives that increase employee satisfaction and foster a positive, collaborative, and inclusive team culture.

 

10% - IT Onboarding:

 

Manage and oversee the IT new hire onboarding process, ensuring a smooth, welcoming, and engaging experience for all incoming new team members.

Provide ongoing support to new hires during their initial weeks, addressing any questions or concerns and helping them integrate fully to the team.

Order home office equipment, supplies, and business cards as needed.

 

5% · Cross-Functional Collaboration:

 

Work collaboratively with cross-functional teams, peers, and the Executive Leadership team to support the effective delivery of projects and initiatives.

Build strong relationships with internal and external stakeholders to ensure seamless coordination and execution of business operations.

 

SCOPE:

 

Supports the SVP, CIO, CISO, and IT VP of Applications

Does not have direct reports.

 

Contact:

Abdul Ajeej: (url removed) | (phone number removed) | URL: (url removed)