Executive Assistant, IT

Under the direction of the Supervisor, Executive Admin- IT, the Executive Assistant - IT, provides high-level administrative and professional support to the Chief Information Technology Officer (CITO)and Vice Presidents (VPs). Enhances the CITO’s and VP’s effectiveness through the execution of a variety of moderately complex administrative/secretarial duties requiring sensitivity, initiative and independent judgment. Responsible for performing a wide range of office support activities for the Information Technology department Leaders to facilitate the efficient operation of the department. Leverages artificial intelligence (AI)-driven tools and emerging technologies to streamline administrative processes, improve efficiency, and model the benefits of AI for the broader administrative teams. Projects a professional image through in-person and phone interaction, including this role general clerical, reception and project-based work.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1.    Manages and coordinates the CITO’s and VP’s calendars, supports the arrangement of planned meetings, and prepares meeting summaries as needed or directed.
2.    Assists in the end to end procurement process for IT services by overseeing the processing of all IT contracts and invoices, serving as the liaison between IT, Accounts Payable, and Contract Administration to ensure accurate review, timely execution, and on time payment.
3.    Leads and drives team engagement by planning and coordinating all team meetings and events, including All Team meetings, offsites, and special events.
4.    Coordinates travel for IT Executives and reviews and reconciles all executive expense reports.
5.    Interacts with all levels within the organization, including the CEO, BC, General Managers, senior executives and department heads, Tribal Citizens, and professional and support staff as needed.
6.    Follows-up with management on pending information or requests, maintaining accurate tracking of all outstanding items to ensure timely resolution.
7.    Maintains associates’ confidence and protects operations by keeping information confidential.
8.    Performs other duties as assigned to support the efficient operation of the department.

EDUCATION, EXPERIENCE AND QUALIFICATIONS

• Associate’s degree in Business Administration required.
• Bachelors’ degree in Business Administration preferred.
• Minimum of five years progressive administrative support experience having supported Director-level or C-Suite in an IT environment required.
• In an executive’s environment preferred.
• Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Ability to establish a high level of trust and credibility in the organization.  Proven ability to exercise good judgment and discretion, analyzing and resolving confidential, difficult and sensitive situations with grace, diplomacy and tact.
• Proactive and resourceful; Ability to work autonomously.
• Polished and professional demeanor in person, online and via phone with exceptional verbal and written communication skills, including strong spelling and grammatical skills.
• Highly organized with strong strategic prioritization, planning and time management skills including ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround is essential.
• Strong computer skills with proven mastery of Microsoft Office Suite required. (Outlook, Excel, Word, PowerPoint, Visio)
• Must be adaptable to the varied schedule and changing priorities of the CITO’s office.

LICENSES, CERTIFICATIONS AND REGISTRATIONS

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.
• Driving Responsibilities: Role requires regular commuting between locations. A valid driver’s license and vehicle insurance with minimum liability limits is required. Role will not operate or drive Tribe-owned vehicles or patron vehicles.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS – ENVIRONMENT

The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.

• Primary work environment is in a climate-controlled office setting.
• Work requires travel to attend meetings, trad…