Executive Assistant to CTO

Job Summary

The Executive Assistant (EA) to the Chief Technology Officer (CTO) provides comprehensive administrative support to the CTO, senior leaders within the CTO’s divisions, and other executive staff as required. This role demands independent judgment, initiative, and a keen executive intuition to effectively support the CTO and SERVPRO Headquarters.

You will

• Manage complex calendars, including organizing and maintaining executive calendars, providing on-site time management support to ensure CTO arrives to meetings on time and has all necessary materials.
• Provide assistance in preparing and revising presentations, meeting agendas, and other meeting materials as needed.
• Prepare meeting rooms and equipment set up required for meetings and/or delivery of presentations.
• Coordinate lunch plans for in-office meetings as needed, ensuring catering arrives on time, set-up and clean-up of the room.
• Greet and welcome vendors, clients, etc., who arrive on-site for scheduled meetings with the CTO and other executive leaders.
• Handle both on and off-site errands for CTO and/or other executives as needed to support operations.
• Take notes during meetings, prepare agendas, and ensure follow-up on action items.
• Coordinate team building activities or and assist CTO in creating employee publications and communications.
• Assist with scheduling of interviews for potential candidates and managing candidate travel itineraries in partnership with recruiting.
• Responsible for the divisional supply budget and provides assistant with expense reporting as needed.
• Maintains division organization charts, updating new hires, promotions and title changes.
• Work with hiring managers and HR staff to prepare for new Information Technology employees.
• Order office equipment for the department.
• Assist in the coordination of travel for various Information Technology staff.
• Provide assistance with Information Technology annual budget.
• Prepare reports and documentation as needed by CTO and Vice Presidents.
• Create and maintain tracking spreadsheet for the division’s temporary and contract employees.
• Assist with project coordination, maintaining related files and tracking progress for various projects and initiatives.
• Maintain both electronic and hard copy files for IT operations.
• Provide EA support to other Senior Leadership Team members (executives) as needed.
• Ensures sensitive and confidential information is protected at all times.

You have

• Minimum of 3-5 years’ experience serving in the Administrative Assistant capacity required.
• Ability to read, write, and communicate with employees, customers, suppliers, in person, on the phone, and by written communications in a clear, straight-forward, and professional manner.
• Experience in, but not limited to: solid Excel Spreadsheet, dual calendar management, MS Word, MS PowerPoint, MS Project (preferred), MS Visio, report preparation, and vendor invoice processing.
• Outstanding communication skills (both oral and written) and be familiar with standard office procedures.

Education

• AA or BA preferred, or equivalent work experience.

Working Conditions

• Fast-paced, high pressure office environment.
• Standard working hours, based on a 40 hour work week.
• Additional working hours required as needed to complete testing assignments and projects on schedule.
• Minimal travel as required for business needs.