Executive Assistant, IT

Socket.dev; California (MO); On-site; USD 65,000 - 90,000; Full time

Job summary

San Manuel Tribal Gaming Commission is seeking an Executive Assistant - IT to provide high-level administrative support to the CITO and IT Vice Presidents, leveraging AI tools to streamline processes and protect confidential information.

You will manage calendars, coordinate meetings, assist with IT contracts and invoices, plan events, arrange travel, and prepare summaries, ensuring timely actions and professional communication across the organization.

Qualifications

• Associate degree in Business Administration required.
• Bachelor's degree in Business Administration preferred.
• Minimum five (5) years of progressive administrative support experience; IT environment preferred.

Responsibilities

• Manages and coordinates the CITO’s and VP’s calendars and meeting summaries.
• Oversees IT contracts and invoices, liaises with IT, Accounts Payable, and Contract Administration.
• Plans and coordinates all team meetings and events, including All Team meetings and offsites.
• Coordinates travel for IT Executives and reviews expense reports for accuracy.
• Maintains confidentiality and handles sensitive information with discretion.

Skills

Trust & discretion

Autonomous work

Communication skills

Organizational skills

Microsoft Office

Education

Associate degree in Business Administration

Bachelor's degree in Business Administration

Tools

Outlook

Excel

Word

PowerPoint

Visio

Job description

Under the direction of the Supervisor, Executive Admin- IT, the Executive Assistant - IT, provides high-level administrative and professional support to the Chief Information Technology Officer (CITO)and Vice Presidents (VP). Enhances the CITO’s and VP’s effectiveness through the execution of a variety of moderately complex administrative/secretarial duties requiring sensitivity, initiative and independent judgment. Responsible for performing a wide range of office support activities for the Information Technology department Leaders to facilitate the efficient operation of the department. Leverages artificial intelligence (AI)-driven tools and emerging technologies to streamline administrative processes, improve efficiency, and model the benefits of AI for the broader administrative teams. Projects a professional image through in-person and phone interaction, including this role general clerical, reception and project-based work.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manages and coordinates the CITO’s and VP’s calendars, supports the arrangement of planned meetings, and prepares meeting summaries as needed or directed.
• Assists in the end to end procurement process for IT services by overseeing the processing of all IT contracts and invoices, serving as the liaison between IT, Accounts Payable, and Contract Administration to ensure accurate review, timely execution, and on time payment.
• Leads and drives team engagement by planning and coordinating all team meetings and events, including All Team meetings, offsites, and special events.
• Coordinates travel for IT Executives and reviews and reconciles all executive expense reports.
• Interacts with all levels within the organization, including the CEO, BC, General Managers, senior executives and department heads, Tribal Citizens, and professional and support staff as needed.
• Follows-up with management on pending information or requests, maintaining accurate tracking of all outstanding items to ensure timely resolution.
• Maintains associates’ confidence and protects operations by keeping information confidential.
• Performs other duties as assigned to support the efficient operation of the department.

EDUCATION, EXPERIENCE AND QUALIFICATIONS

• Associate’s degree in Business Administration required.

• Bachelors’ degree in Business Administration preferred.

• Minimum five (5) years of progressive administrative support experience is required. In an IT environment preferred.

• In an executive’s environment preferred.

• Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Ability to establish a high level of trust and credibility in the organization. Proven ability to exercise good judgment and discretion, analyzing and resolving confidential, difficult and sensitive situations with grace, diplomacy and tact.

• Proactive and resourceful; Ability to work autonomously.

• Polished and professional demeanor in person, online and via phone with exceptional verbal and written communication skills, including strong spelling and grammatical skills.

• Highly organized with strong strategic prioritization, planning and time management skills including ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround is essential.

• Strong computer skills with proven mastery of Microsoft Office Suite required. (Outlook, Excel, Word, PowerPoint, Visio)

• Must be adaptable to the varied schedule and changing priorities of the CITO’s office.

LICENSES, CERTIFICATIONS AND REGISTRATIONS

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.

• Driving Responsibilities: Role requires regular commuting between locations. A valid driver's license and vehicle insurance with minimum liability limits is required. Role will not operate or drive Tribe-owned vehicles or patron vehicles.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS – ENVIRONMENT

The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.

• Primary work environment is in a climate-controlled office setting.
• Work requires travel to attend meetings, trade shows, and conferences.
• Incumbents may be required to work evening, weekend and holiday shifts.
• Must be able to work in a fast-paced, high-demand environment.
• Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally.
• Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.
• Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone.
• Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone.
• Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility.
• Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties.
• Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.
• The employee may be exposed to fumes or airborne particles including secondhand smoke.

Reasonable accommodation will be made in compliance with all applicable law.

As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees.