Executive Assistant – IT Director
qode.world
full-time
Posted on:
Location Type: Hybrid
Location: Dallas • Texas • United States
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Job Level
About the role
- Manage the IT Director's calendar, schedule appointments, and coordinate meetings, ensuring efficient time management.
- Prepare and manage documentation, including reports, presentations, and correspondence, ensuring accuracy and professionalism.
- Coordinate travel arrangements, including flights, accommodations, and transportation, ensuring seamless travel experiences.
- Handle corporate correspondence, including drafting, editing, and distributing emails, letters, and memos.
- Assist in the preparation of IT budgets and track expenses, ensuring adherence to budgetary guidelines.
- Coordinate and organize IT department events, including team meetings, training sessions, and social gatherings.
- Manage and maintain confidential information, ensuring discretion and adherence to data privacy policies.
- Assist in the preparation of proposals, contracts, and other legal documents, ensuring accuracy and compliance.
- Interpret and respond to Requests for Proposals (RFPs), Requests for Quotations (RFQs), and Letters of Intent (LOIs).
- Serve as a liaison between the IT Director and other departments, facilitating communication and collaboration.
- Manage incoming and outgoing communications, including phone calls, emails, and mail, ensuring timely and appropriate responses.
- Maintain office supplies and equipment, ensuring a well-organized and functional work environment.
- Support the IT Director in various administrative tasks, as needed, ensuring the smooth operation of the IT department.
Requirements
- Proven experience as an Executive Assistant or similar administrative role, preferably supporting a senior executive in an IT environment.
- Thorough knowledge of IT tools and technologies, with the ability to understand and communicate technical concepts.
- Proficiency in documentation, including report writing, presentation creation, and corporate correspondence.
- Excellent coordination and organizational skills, with the ability to manage multiple tasks and priorities simultaneously.
- Strong communication and interpersonal skills, with the ability to interact effectively with individuals at all levels of the organization.
- Experience in contract management, proposal drafting, and interpreting RFPs, RFQs, and LOIs.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Strong problem-solving skills and the ability to work independently and as part of a team.
- Excellent attention to detail and accuracy.
- Bachelor's degree in business administration or a related field is preferred.
- Experience with project management tools and methodologies is a plus.
Benefits
- health insurance
- paid time off
- retirement plan options
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
documentationreport writingpresentation creationcontract managementproposal draftingRFP interpretationRFQ interpretationLOI interpretationbudget preparationexpense tracking
Soft Skills
coordination skillsorganizational skillscommunication skillsinterpersonal skillsproblem-solving skillsattention to detaildiscretiontime managementability to work independentlyability to manage multiple tasks
Certifications
Bachelor's degree in business administration