Executive Administrator to the CIO

Job Description Summary

Works closely with the Chief Information Officer on managing annual IT related budgets and special projects. Responsible for Information Technology related contract administration. Develops and maintains IT related reports and files for financial purposes. Provides administrative support as assigned.

Essential Duties and Responsibilities (other duties may be assigned)

• Maintains and tracks Information Technology related vendor agreements and contracts
• Maintains and facilitates the timely and accurate tracking of Information Technology operational and capital budgets in order to assist IT leadership with operating in an effective and efficient manner
• Creates, processes and tracks enterprise-wide Information Technology related purchases utilizing Agua Caliente’s purchasing systems
• Assists the Chief Information Officer with project management related tasks for various special projects which include; research, analysis and preparation of reports and summaries for projects and activities within the department
• Performs administrative and support duties for the Chief Information Officer while maintaining the highest level of confidentiality and professionalism
• Ensures planning for key meetings to include preparing agendas. Collects, prepares, and distributes appropriate materials while ensuring that appropriate follow-up actions are taken. Produces meeting minutes, and ensures subsequent follow-up meetings and communication for key stakeholders as directed
• Prepare responses to significant inquiries on behalf of the CIO, directs inquires to other staff as needed, and responds to executive leadership as required.
• Composes and types correspondence, memorandums, e-mails, reports and miscellaneous documents; reviews incoming mail and prepares outgoing mail; files correspondence and other departmental records and reports using the various administrative support software programs and systems
• Interacts with all operational and support departmental staff as well as outside agencies and vendors, in a courteous, appropriate manner
• Tracks and coordinates the enterprise-wide purchase of cellular phones
• May assist other IT leadership team members with administrative tasks
• Must adhere to all Tribal Ordinance, Regulations, and the Agua Caliente System of Internal Controls, and Standard Operating Procedures.

Supervisory Responsibilities

None

Signatory Ability

None

Required Education and/or Experience

• Bachelor’s degree in a business-related field or equivalent work experience
• 5 years executive administrative support experience
• Proficiency with entire Microsoft Office Suite with superior skills in Excel and PowerPoint.
• Ability to work in a team environment
• In depth experience managing departmental budgets
• Excellent interpersonal, verbal and written communication skills
• Excellent organizational skills, ability to manage multiple assignments and meeting scheduled deadlines
• Demonstrate a high level of confidentiality when dealing with sensitive issues

Working Conditions/Physical Demands

To perform this job successfully, the individual must be able to stand, move and work throughout the office area and properties, including walking up to 1 ½ mile, climbing stairs and sitting at a desk/work station for the duration of the shift.  Must be able to work in a smoke-filled environment.

Typically, the individual will be housed in an office environment.  The noise level in the work environment is usually moderate but will escalate when located in the casino environment.  Must be able to grasp, bend, lift and/or carry or otherwise move goods weighing a minimum of 25 lbs. on an intermittent basis, and sufficient dexterity of hand in order to use office equipment including, but not limited to: a computer keyboard, calculator, general office equipment and multi-line telephone.