Executive Assistant and IT Operations Coordinator

About the Role

An established industrial electrical and mechanical contractor is hiring an Executive Assistant and IT Operations Coordinator to support company leadership and keep daily administrative and technology-related work moving.

This is not an entry-level position. We need someone who can receive an assignment, determine the next steps, troubleshoot routine problems, work through documented procedures, coordinate with outside providers when necessary, and confirm the work was completed.

You will not be expected to serve as a senior systems administrator. You will be expected to handle ordinary computer, account, phone, printer, Microsoft 365, and equipment issues without constant supervision. If something is outside your ability or authority, you must gather the relevant information, document what you already tried, and escalate it clearly.

Responsibilities

• Track assignments, deadlines, responsible parties, blockers, and completion status.
• Manage executive calendars, reminders, appointments, travel details, and important deadlines.
• Monitor and organize email, documents, requests, and follow-up items.
• Draft emails, reports, spreadsheets, checklists, procedures, and internal communications.
• Consolidate information from multiple spreadsheets and departments into accurate records.
• Follow up with employees, vendors, and service providers until assigned work is completed.
• Set up and prepare Windows computers, monitors, printers, phones, and basic office equipment.
• Install approved software and complete documented workstation setup procedures.
• Troubleshoot routine Windows, Microsoft 365, Outlook, Teams, printer, browser, password, MFA, and connectivity problems.
• Help employees identify whether a problem involves the device, account, network, software, or outside service.
• Submit complete IT support requests that include the user, device, symptoms, error messages, troubleshooting performed, and business impact.
• Coordinate with the company’s IT and cybersecurity providers and confirm that reported problems were resolved.
• Maintain accurate inventory and assignment records for computers, phones, accessories, tools, and other company equipment.
• Coordinate equipment repair, refurbishment, shipping, return, storage, reassignment, and approved disposal.
• Coordinate employee onboarding and offboarding through approved checklists.
• Prepare equipment and route approved account or access requests to the authorized administrator.
• Verify that required onboarding and offboarding steps were completed and documented.
• Never create access, disable accounts, dispose of equipment, or make security changes without the required approval.
• Organize purchasing requests, receipts, invoices, and supporting documentation.
• Keep electronic and physical files organized and current.
• Provide leadership with short updates showing what is completed, what remains open, and what requires a decision.
• Escalate unresolved problems before they affect a deadline or an employee’s ability to work.
• Handle confidential employee, account, and company information appropriately.

Required Qualifications

• At least three years of experience in executive support, office operations, IT coordination, help desk support, or a similar role.
• Working knowledge of Windows 10 and Windows 11.
• Working knowledge of Microsoft 365, Outlook, Teams, Word, Excel, OneDrive, and SharePoint.
• Able to set up a computer, connect peripherals, install approved software, configure email, and troubleshoot common user problems.
• Understands basic concepts involving user accounts, passwords, MFA, Wi-Fi, networks, printers, software updates, and device security.
• Able to follow technical documentation without step-by-step supervision.
• Comfortable researching an unfamiliar error and performing reasonable troubleshooting.
• Knows when to stop troubleshooting and escalate a problem.
• Able to document exactly what happened, what was attempted, and what still needs to be done.
• Strong spreadsheet, task-tracking, and recordkeeping skills.
• Strong follow-through, attention to detail, and professional communication.
• Comfortable contacting employees and vendors repeatedly when work remains outstanding.
• Able to protect confidential personnel, account, and company information.
• Able to work onsite in Hamilton, Ohio, Monday through Friday.

What Success Looks Like

• Routine computer and account issues are handled without unnecessary e…