IT Executive Assistant

Position Title: IT Executive Assistant

POSITION SUMMARY

The IT Executive Assistant role will lead cross-functional initiatives, coordinate with department leaders, and provide regular project updates to executive leadership. This role serves as a key partner to leadership, ensuring projects, strategic initiatives, and business priorities are executed efficiently and remain on track. The IT Executive Assistant thrives in a fast-paced environment, is skilled at managing multiple priorities simultaneously, and excels at bringing together internal teams, vendors, and stakeholders to drive successful outcomes. 

RESPONSIBILITIES

• Manage and track projects across multiple departments.
• Partner directly with department managers to gather updates, identify roadblocks, and ensure project milestones are met. 
• Prepare and communicate project status reports, timelines, and key updates to leadership. 
• Coordinate cross-functional teams, vendors, and stakeholders to keep initiatives moving forward efficiently. 
• Monitor project progress, prioritize tasks, and proactively address risks to maintain deadlines and business objectives. 
• Partner with leadership to prioritize initiatives and strategic business objectives. 
• Track project timelines, action items, and workflows 
• Coordinate communication between leadership, internal teams, agencies, vendors, and external partners. 
• Support the planning and execution of integrated projects across channels. 
• Facilitate project meetings, status updates, and follow-up communications to keep stakeholders aligned. 
• Develop and maintain project schedules, department calendars, and project documentation. 
• Help streamline processes and implement tools that improve team efficiency, productivity, and accountability. 
• Assist with event planning, travel coordination, and logistical support for initiatives, conferences (trade shows), and business meetings. 
• Utilize AI and marketing technology tools to improve workflows, content development, project management, and campaign execution. 
• Monitor project progress and ensure assets, content, and deliverables are completed on time. 

QUALIFICATIONS

• 1-3+ years of experience in project management, account management, sales/customer service or admin 
• Strong understanding of workflows, creative development processes, and project execution. 
• Exceptional organizational, time management, and multitasking skills. 
• Excellent written and verbal communication skills with the ability to collaborate across teams and leadership levels. 
• Experience using project management and collaboration tools such as Asana, Monday.com, Trello, Microsoft Teams, or similar platforms. 
• Tech-savvy with proficiency in Microsoft Office Suite, particularly Excel and PowerPoint. 
• Experience with or strong interest in AI tools such as ChatGPT, Claude, or other productivity and marketing automation platforms. 
• Comfortable working within the Apple ecosystem (Mac, iPhone, iPad). 
• Ability to manage multiple priorities in a dynamic, entrepreneurial environment. 
• Strong attention to detail, problem-solving skills, and a proactive mindset. 
• Valid passport and ability to travel internationally as needed. 

PHYSICAL REQUIREMENTS

The employee must occasionally lift and/or move up to 40 pounds.

While performing the duties of this Job, the employee is regularly required to sit and talk or hear.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

NOTE:  This job description is not intended to be all-inclusive.