IT Executive Assistant

Sweetwater; Fort Wayne (IN); On-site; USD 65,000 - 90,000; Full time

Job summary

Sweetwater, the nation's leading online retailer of musical instruments and pro audio gear, seeks an Executive Assistant to the CIO/IT team. This role manages calendars, travel, communications, and daily operations for a 200+ person IT organization.

As primary contact for the CIO’s office, you’ll triage requests, prepare materials, and coordinate cross-functional initiatives, budgeting, and vendor documents with discretion.

Qualifications

• Bachelor's degree in Communications, Business, or related field.
• 3–5+ years of experience as an Executive Assistant supporting C-Level and VP roles.
• Excellent written and verbal communication skills.
• Strong experience with Excel, PowerPoint, and Microsoft Office Suite.
• Experience with Looker and Power BI or similar data tools is preferred.

Responsibilities

• Manage CIO and VP IT calendars and travel with high autonomy.
• Prepare agendas, materials, and meeting minutes for cross-functional audiences.
• Coordinate departmental initiatives and track milestones across IT teams.
• Handle confidential personnel, vendor, and budget matters discretely.
• Oversee department credit statements, purchase requests, and invoicing workflows.
• Maintain office space, supplies, and onboarding logistics.

Skills

Communication

Multitasking

Executive support

Data interpretation

Education

Bachelor's degree in Communications or Business

Tools

Excel

PowerPoint

Microsoft Office Suite

Looker

Power BI

Job description

Job Requirements

Sweetwater, the nation's number one online retailer of music instruments and pro audio gear, is seeking to add an organized, detailed, and driven Executive Assistant to our growing IT Team! Working with a high degree of autonomy, the Executive Assistant to the CIO provides executive-level support to the CIO and VP of IT, managing complex calendars, travel, communications, and daily operations for a 200+ person IT organization.

As the primary point of contact for the office of the CIO, this role exercises independent judgment to triage, redirect, and decline requests on the executives' behalf, handling confidential personnel, vendor, and budget matters with discretion. The Executive Assistant prepares meeting materials and presentations for cross-functional business audiences, records meeting minutes, and tracks action items through to completion across IT teams. Additional ownership includes coordinating departmental initiatives and project milestones, managing the monthly department credit statement and purchase requests, and maintaining the department's physical office space, supplies, and furniture.

Job Responsibilities

• Calendar and scheduling management for the CIO and VP of IT, including resolving competing priorities and protecting executive time.
• Manage and organize the monthly department credit statement, including tracking down missing invoices
• Ensure the CIO's messaging is conveyed accurately in real time; partnering with the Technical Writing team to scope, prioritize, and schedule content
• Preparing agendas and materials, recording minutes, and tracking action items to completion
• Developing presentations for cross-functional business audiences, from rough direction through final format
• Coordinate special departmental initiatives and tracking project milestones across IT teams
• Coordinating executive travel, itineraries, and post-trip expense reconciliation
• Responsible for purchase requests, vendor documentation, budget support, office space and supplies, and onboarding logistics

Qualifications

• Bachelor's Degree in Communications, Business, or related field
• 3-5+ years of experience as an Executive Assistant supporting C-Level and VP positions
• Excellent written and verbal communication skills
• Strong experience in technical tools such as excel, Power Point, and other Microsoft Office Suite tools
• Experience in advanced data tools such as Looker, Power BI or others preferred
• Ability to translate technical content into clear business language for non-technical audiences
• Ability to handle multiple projects at once while under tight deadlines

Sweetwater Ideal Team Player

• WOWs The Customer – You possess a deep passion and desire for creating amazing customer & colleague experiences
• Gets Things Done – You have a great work ethic and move through tasks with a sense of urgency
• Obsesses over the Details – You are committed to paying attention to the details
• Drives Continuous Improvement – You are always focusing on effective and efficient work and ways to get better
• Develops the Future – You are committed to the pursuit of growing personally & professionally and have a focus on bringing your colleagues along in that journey

We function best as a unified team, so relocation to our state-of-the-art campus in Fort Wayne, IN is required.

Sweetwater’s culture is one that is built on the creation and celebration of music, which unifies people from all walks of life. Our individual differences make Sweetwater stronger as a company and a better place to work. Having a truly diverse workforce allows us the opportunity to collectively respect, learn and grow from each unique perspective and experience. We have welcomed thousands of employees and families who have joined the Sweetwater team from all over the nation and the world, and we welcome you, too, to find out why we consider a career at Sweetwater the full-time dream.