Qualifications
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements below represent the required knowledge, skill, and/or ability.
- Associate Degree or equivalent experience.
- 3+ years of experience in an administrative, executive support, and/or billing/accounts payable role, preferably supporting an IT department or senior-level executive.
- Strong calendar and time-management skills, with the ability to coordinate schedules and meetings across the department alongside competing priorities.
- Experience with billing and invoicing processes, preferably in an IT or finance-related role.
- Proficiency in Microsoft Office Products, including advanced calendar and email management in Outlook.
- Excellent communication and interpersonal skills, with the ability to work effectively with executives, vendors, and cross-functional teams.
- Detail-oriented with strong organizational skills and the ability to manage multiple tasks and priorities simultaneously.
Preferred Qualifications:
- Prior experience providing direct administrative support to a C-level executive or department head.
- Knowledge of IT procurement processes and vendor management best practices.
Certificates, Licenses, Registrations
- A valid California Driver’s License
Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
Effective Communication: Ensures regular, consistent, and effective communication occurs. Ensures that important information is shared with others on time as appropriate in their organizational unit. Proactively keeps their manager informed on a regular basis about progress and problems to avoid surprises.
Collaboration: Develops, maintains, and strengthens partnerships with others inside or outside the organization who can provide information, assistance, and support. Recognizes and appreciates the business concerns and perspectives of others. Provides valuable and needed assistance and support to others.
Initiative: Identifies what needs to be done and acts before being asked or required. Does more than what is normally required in a situation.Seeks out others involved in a situation to learn their perspectives.
Thoroughness: Monitors the quality of one’s own work. Acts to verify information and checks the accuracy of own work. Develops and uses systems to organize and keep track of information or work progress. Organizes information or materials for others. Carefully reviews and checks the accuracy of information in work reports provided to management and others.
Conflict Management: Functions effectively under pressure and/or while experiencing rapidly changing or uncertain conditions. Maintains self-control and composure in the face of stress, opposition, or provocation. Effectively handles a variety of complex and difficult problems or tasks at once. Maintains a positive attitude under difficult circumstances. Quickly adapts and constructively reacts to unforeseen circumstances and setbacks, reducing their severity.
Personal Integrity: Develops and practices the highest ethical standards, exercising discretion and maintaining confidentiality of sensitive executive and department information.
Physical Requirements
The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job.
Physical Demands
While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk and hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those encountered by an employee while performing the essential functions of this job.
Office: The noise level in the work environment is usually moderate.
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
