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Executive Assistant, IT
Id 1111
Type Full-time
Location St. Petersburg, FL
Category Administrative / Clerical
Description

We are looking for someone who can serve as the hub of the IT Department, performing highly diverse duties that help the CIO and management team lead the company’s technology efforts. This role requires seasoned judgment, outstanding customer-relations skills and proven ability to solve problems, create harmony and get work done. Duties include managing daily calendars, scheduling appointments, screening incoming calls and correspondence and being supportive and helpful with staff questions or concerns. Additionally, this professional will serve as point for budget, forecasts, financial reporting and variance analysis, handle the department’s day-to-day administrative functions and prepare confidential correspondence, reports and complex documents

Successful candidates will understand and meet the business needs of the CIO and management team, work with staff in a positive, flexible, efficient and resourceful manner, deal with interruptions and meet deadlines with good cheer, quickly become a trusted and essential resource in and outside of IT, handle confidential information with utmost discretion and personify IT’s goal of delivering high customer satisfaction.

ESSENTIAL DUTIES:

  • Tracks expenses, actual vs. forecast, and uncovers areas for savings.

  • Buys supplies (memory, hard drives etc.) that support the company’s business efforts.

  • Stores and maintains IT records (contracts, timesheets, manuals etc.).

  • Acquires and renews company domains and SSL certificates.

  • Assists the CIO (working with Vology and other third parties) to manage phone, computer and software licenses.

  • Serves as a liaison to Finance to facilitate IT purchases, capital expense and billing.

  • Manages company phone reimbursements, and IT technology reimbursements.

  • Gathers information required by CIO and directs for daily, weekly and monthly governance meetings, including KPI reporting, status reports, etc.

  • Facilitates the onboarding, off boarding, promotion and transfer of IT staff.

  • Coordinates department events, meetings, off-sites, travel and conferences.

  • Creates or maintains any necessary documentation to aid in the function of the role

  • Keeps the department website updated and works with the Communication team to assist with Company Intranet

  • Coordinates and maintains meeting room calendars

  • Ensures the IT Time Off calendar is current and accurate

  • Manages staffer information and time reporting in Ultipro

  • Maintains CIO’s schedule.

  • Any other activities that aid IT’s smooth operation

     

    KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

    1. Bachelor of Arts or Science degree or experience equivalent.

    2. Able to multi-task and handle competing priorities.

    3. Strong oral and written skills.

    4. Makes individuals, teams, the IT Department and the Times as a whole, better.

    5. Cares deeply about the Times and its mission.

     

     [email protected]