The IT Executive Assistant will be providing support to the Chief Project Management Officer and CEO. This position provides administrative and operational support to the CPMO and CEO, ensuring effective communication, project coordination, and seamless management of key city initiatives. The role demands a proactive, detail-oriented individual who can manage multiple priorities and interact with a broad range of internal and external stakeholders.

Calendar and Schedule Management:

• Efficiently manage and prioritize the schedules of the CPMO and CEO

• Schedule meetings, appointments, and travel, ensuring proper time management and prioritization

• Resolve scheduling conflicts and proactively identify solutions Communication Management:

• Serve as the primary point of contact for internal and external stakeholders, including City departments, government officials, and community organizations

• Screen phone calls, emails, and correspondence for both executives

• Draft, proofread, and edit documents, reports, and presentations for the CPMO and CEO

• Facilitate the flow of communication and follow up on key action items Meeting & Event Coordination:

• Organize and prepare materials for meetings, conferences, and public events involving the CPMO and CEO

• Take minutes at meetings, track action items, and ensure timely follow-up

• Assist in the planning, logistics, and execution of city-wide events, conferences, and stakeholder engagement activities Project Management Support:

• Help prepare and maintain project reports, status updates, and documentation

• Assist with project-related inquiries Administrative Support:

• Handle day-to-day administrative tasks, such as filing, organizing digital and paper records, and maintaining office supplies.

• Coordinate travel arrangements, including flights, accommodations, and itineraries for the CPMO and CEO.

• Provide support with special projects assigned by the CPMO and CEO.

• Record and distribute meeting notes

• Answer telephone and personal inquiries

• Create and maintain documents

• Other duties as assigned Data & Document Management:

• Organize, maintain, and update confidential files and databases

• Assist in preparing reports and presentations for senior leadership and the public

• Ensure the accuracy and integrity of all project-related documentation Confidentiality & Professionalism:

• Maintain strict confidentiality regarding sensitive issues and discussions

• Exhibit professionalism in all interactions, both within the City organization and with external parties Problem Solving & Initiative:

• Anticipate needs and proactively address administrative challenges

• Offer recommendations for process improvements, contributing to a more efficient office environment Competencies, Knowledge, Skills and Abilities

• Work independently on difficult or complex administration and clerical tasks

• Accomplish work requirements in a timely manner

• Exercise good judgment, courtesy, and professionalism in receiving office callers and in making proper disposition of problems

• Establish and maintain effective working relationships with various internal and external clients

• Operate standard office equipment, phone, personal computers, printers, and scanners

• Maintain confidential information and data

• Set and maintain priorities with a large workload

• Fluency in Microsoft Office Suite ( MS Word, Excel, PowerPoint, Outlook, SharePoint)

• Strong problem‐solving skills ‐ communicates in a clear and succinct manner and effectively evaluates information/data to recommend courses of action.

• Excellent communications skills: able to communicate effectively with IT and functional managers at all levels; able to influence and engage across multiple teams; excellent verbal and written communication, cross‐team training, and documentation skills.

• Ability to manage time effectively, set priorities appropriately, operate with minimal supervision, work and act independently/as part of a team and maintain professional demeanor under stress

• Demonstrated customer focus – evaluates decisions through the eyes of the customer; builds strong customer relationships; creates processes from customer viewpoint; partners with customers to help shape their future

• Working knowledge of Microsoft Visio is a plus

• Working knowledge of Microsoft Outlook or other automated email/scheduling system

• Basic office operations

Qualifications

Education

• High School Diploma and two years of recent post-high school education required. College degree a plus but not required.

Experience

• 3-7 years administrative/budget/fiscal/accounting experience.

• Familiarity with the Microsoft Office Suite required.

• Attention to detail is critical to prepare and interpret a variety of procurement requests and invoice statements.

• Candidate must be able to handle multiple tasks on a routine basis both accurately and expeditiously

• Solid analytical and problem-solving abilities.

• Must have strong, proven organizational skills

• Candidate must be comfortable with basic Information Technology issues and be willing to learn about new technological trends

• An equivalent combination of education and experience deemed acceptable by OIT’s Human Resources, the CPMO and CEO, will also be considered