The Executive Assistant provides high-level administrative, operational, and project coordination support to the SVP–CIO and ITS CFO. This role requires exceptional organization, sound judgment, discretion, and the ability to manage competing priorities in a fast-paced executive environment. The ideal candidate will be proactive, collaborative, and comfortable partnering with senior leaders, executive assistants, internal teams, vendors, and external stakeholders to ensure smooth day-to-day operations. 

Responsibilities: 

• Manage and maintain complex executive calendars for the SVP–CIO and ITS CFO and others, including scheduling meetings, appointments, travel, and related logistics. 

• Coordinate renovations, maintenance activities, and moves for the 500 Building, partnering with the JM Design Team, furniture vendors, facilities, and related stakeholders. 

• Support the planning and execution of ITS meetings, events, and other department activities, including coordination with facilities and catering teams. 

• Coordinate specific travel arrangements and trips in partnership with Aviation and Marine departments, ensuring plans are accurate, timely, and well organized. 

• Manage expense reporting, invoice processing, office supply ordering, and breakroom supply needs. 

• Prepare, edit, and format correspondence, presentations, reports, spreadsheets, communications, and other business documents.  

• Handle confidential and sensitive information with discretion, professionalism, and sound judgment. 

• Serve as a liaison with internal and external stakeholders to support effective communication, collaboration, and follow-through. 

• Partner closely with EMT administrative professionals, ITS vice presidents, and their teams to support executive priorities and department operations. 

• Maintain organized electronic files, records, and documentation to support efficient access to information. 

• Provide backup coverage for other ITS executive assistants as needed. 

• Build and maintain positive working relationships with vendors, outside companies, and partner organizations connected to executive and department priorities. 

Qualifications:

• Prior experience supporting senior executives, preferably in a corporate, technology, finance, or operations environment. 

• Strong calendar management, travel coordination, meeting logistics, and administrative support skills. 

• Experience coordinating office renovations, moves, facilities requests, or vendor-supported projects. 

• Experience supporting executive events, meetings, catering coordination, or cross-functional logistics. 

• Excellent written and verbal communication skills, with the ability to prepare polished executive-level materials. 

• High level of professionalism, discretion, and confidentiality. 

• Strong organizational skills with the ability to prioritize, anticipate needs, and manage multiple deadlines. 

• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint. 

• Ability to work collaboratively with executive assistants, senior leaders, internal teams, vendors, and external partners. 

• We are looking for someone who is problem-solving and takes initiative. We need a detail-oriented person who focuses on finding solutions. 

• Comfort working in a fast-paced environment where priorities may shift quickly. 

• Positive, service-oriented approach and strong relationship-building skills.