Work Days: Mon – Fri | Work Hours: 8:00 AM – 5:00 PM
Purpose of the Position:
Executive assistant to the Chief Technology Officer (CTO) and the Information Technology department. This position is responsible for assisting the CTO and IT staff in the effective day to day operations of the IT Department. They will assist in resolving internal customer or vendor related issues without further escalation when possible or direct those individuals to the proper personnel.
Key Accountabilities:
- Responsible for assisting the Chief Information Security Officer (CISO) in the annual Business Continuity Planning (BCP) effort. This includes assisting in coordinator updates to the BCP documentation. Responsible for creating and distributing the BCP manual or making it available to specified employees, and other BCP tasks as assigned.
- Updated the organizations telephone directory and Org Chart as needed.
- Responsible for organizing, coordinating, and tracking technology related committees as needed such as Initial Review Team (IRT), Responsible Innovation Committee (RIC), Change Control Committee, Information Security Technology Exception Committee, etc.
- Responsible for providing the following administrative support:
- Answers IT-Must-Answer line when needed.
- Prepares, gathers, photocopies and distributes various documents as requested by the CTO
- Distributes daily mail to department personnel. Ensures outgoing mail is ready for pickup. Handles Federal Express and certified mail.
- Maintains office supplies for the department, and for the 3rd floor copy room. Orders supplies for 3rd floor breakroom.
- Provides IT Vendor Badges and escorts as requested.
- Maintains Key Logs for IT Department and Operations and Technology Management departments. Provides ATM Keys to Managed Service providers as requested.
- Responsible for year-end storage/moving of prior year files and set up of new files.
- Schedules meetings with other personnel and managers as needed and performs other administrative duties assisting CTO as assigned. Manages conference room bookings
- Works with vendors as requested by the CTO.
- Assists CTO and CISO with audit responsibilities as requested.
- Responsible for tracking and distributing various department and organizational vendor invoices and creating monthly reports as requested by the CTO, from Fiserv, ELAN, Telecom Vendors, and others. Ensure invoice payment/allocation is timely and accurate. Tracks expenditures and disputes. Assists with budget preparation.
- Assists with ordering mobile devices, and setup with employee.
- Assists with coordination and review of IT operational expenses.
- Performs other related duties as requested or approved by the CTO
Competencies and Skills:
- Self-starter who can handle multiple priorities at a time.
- Able to prioritize work in frequently fast-paced environment.
- Accuracy and attention to detail essential.
- Exceptional organization skill
- Excellent written and verbal communication skills.
Work Experience Requirements:
- 3 years customer relations experience.
- Ability to work well with customers and vendors.
- 3 years of administrative experience.
- 3 years of advanced word processing, presentation, and spreadsheet software on Microsoft Office Word, Power Point, and Excel.
- 3 years knowledge of basic personal computer knowledge on Microsoft operating system usage is preferred.
- Familiarity with Microsoft Project and Visio is preferred.
Education Requirements:
- High School diploma or equivalent
- Some college level business courses preferred
Other Qualifications:
- Microsoft Office Certifications preferred
Other Requirements:
- Type 60 wpm accurately
- Advance Microsoft Word and Excel proficiency.
- Adobe Acrobat proficiency is preferred
This job description is not designed to be a comprehensive listing of duties, responsibilities, or activities that are required for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Broadway Bank is proud to be an Equal Opportunity and Affirmative Action Employer. Broadway Bank is a drug-free and tobacco-free workplace, with a nicotine-free hiring policy. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, genetic data or other legally protected status.
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