Administrative Assistant IV

This is a hybrid position, requires onsite Tues/Wed/Thurs

Job Summary
The IT Administrative Assistant is an individual contributor role that provides administrative, and basic technical support to the local IT leadership and team. This role helps ensure smooth day to day operation of East Coast IR activities by coordinating schedules and meetings, maintaining documentation and trackers, and supporting routine IT and business processes.

Key Responsibilities

• Provide calendar and meeting support for IT leaders and the broader IT team and visitors, including scheduling, rescheduling, and coordinating logistics for in person and virtual meetings.
• Prepare, format, and proofread IT related documents, presentations, spreadsheets, and reports, ensuring accuracy and consistency.
• Maintain organized electronic filing and shared repositories for IT documentation (e.g., team files, meeting notes, standard procedures, project trackers).
• Support basic data entry and updates in IT trackers, logs, or systems (e.g., project lists, asset or request trackers) as directed.
• Assist with coordination of IT team events, workshops, and training sessions, including agendas, attendee lists, materials, and local logistics.
• Help process routine administrative tasks such as invoices, purchase requests, basic vendor documentation, and expense reports in alignment with established processes.
• Monitor and help coordinate local IT office or team supplies (e.g., standard office materials, meeting materials) according to guidelines.
• Support onboarding logistics for new members of the IT team (scheduling introductions, sharing team materials/checklists, helping with standard setup steps as directed by IT staff).
• Assist the IT leaders and team in travel scheduling and processing of expense reports.
• Perform other administrative duties as assigned to support the effectiveness of the Worcester IT organization.
• Serve as a point of contact for building issues. Communicate security issues, cleaning needs and maintenance requests through the proper channels.

Required Qualifications

• High school diploma or equivalent.
• Experience in an administrative or support role or technical environment, or relevant training.
• Proficiency with standard office software and collaboration tools (email, calendar, word processing, presentations, spreadsheets, and virtual meeting tools). MS Word, Excel, PowerPoint, Teams. Website management experience is a plus.
• Strong organizational skills with attention to detail and accuracy.
• Clear written and verbal communication skills.
• Ability to manage multiple tasks, prioritize work, and meet deadlines in a fast-paced environment.
• Demonstrated ability to handle confidential information with discretion.

Preferred Qualifications

• Prior experience supporting an IT function or other technical team.
• Familiarity with common IT or business systems (for example, ticketing, asset, or document management tools) as a user.
• Experience supporting multiple stakeholders or leaders simultaneously.
• Ability to work independently with minimal day to day direction while knowing when to seek clarification.

Key Competencies

• Service orientation and responsiveness to stakeholder needs.
• Collaboration and teamwork across functions and locations.
• Problem solving and resourcefulness.
• Flexibility, learning agility, and comfort with technology.