Administrative Assistant - IT Director

Optimae values diversity and we encourage everybody, including those from traditionally overlooked identity groups, to apply.

Optimae LifeServices is seeking a full-time Administrative Assistant to the IT Director with office location in Fairfield. The Administrative Assistant provides administrative support to the IT Director and other employees as assigned by managing a variety of organizational tasks. Ensures administrative tasks are efficiently and effectively implemented. The Administrative Assistant helps organize and coordinate the vehicle fleet and the inventory and assist with some IT administrative tasks. Must have strong interpersonal skills and the ability to prioritize a diverse workload.

Responsibilities

• Support and coordinate and arrange delivery of vehicles between Enterprise, carriers, and local offices.
• Coordinate vehicle registration renewals and issue internally as needed.
• Send maintenance reminders to offices for vehicles that are overdue for maintenance.
• First level contact with Enterprise service center for maintenance or mechanical related repairs.
• Update insurance partners with additions and removals from vehicle fleet.
• Coordinate insurance card replacements, digital and physical, as needed, and mail annual insurance cards to local offices.
• Provide executive level reporting on the current vehicle fleet, including reports for mileage, maintenance, and fuel usage.
• Oversee and respond to email communication respectfully regarding gas cards and pins. Troubleshoot fuel issues with cards and pins. Issue and revoke pins. Replace and cancel gas cards.
• Answer phone as required, receive messages, and return messages as appropriate and in a polite and professional manner. Inform employees of the status of IT ticket requests as needed. Process and distribute confidential information.
• Support with inventory and order low-cost IT consumable items and office supplies as needed.
• Support the IT Director with orders and check in IT assets into ITAM.
• Occasionally transport larger quantities of higher value items between IT offices.
• Handle and sort mail, incoming and outgoing.
• Organize and prepare reports and documents to Optimae Core Team members and employees as needed.
• Transcribe and take minutes of the meetings to which they are assigned.
• Manage conference room reservations as applicable.

Qualifications

• A high school diploma or equivalent is required
• One year of administrative experience preferred
• Must have the ability to analyze data
• Experience in serving a wide range of socio-economic backgrounds preferred
• Excellent written and verbal communication skills

A Note Regarding Experience:

Are you excited about this role, but don’t feel that your past experience fits perfectly with every qualification in the job description? We encourage you to apply anyway. You may just be the right candidate to join the Optimae family!

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Communication skills: 1 year (Required)
• Administrative: 1 year (Preferred)
• Data analytics: 1 year (Preferred)

Work Location: In person