Administrative Assistant, Information Technology

Administrative Assistant

Under the direction of the Executive Director / Vice President, Information Technology (ED / VP), the Administrative Assistant (AA) provides expert professional assistance and administrative support to the ED / VP in managing the department's initiatives including planning, priorities, goals, and opportunities. In addition, the AA is responsible for oversight of assigned daily departmental functions.

The AA is a member of a critical cross-departmental Administrative Coordinating Team (ACT), comprised of executive assistants and administrative professionals, whose mission is to improve efficiency and communication across the organization.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING :

• Manages the executive calendar for the IT Director, including scheduling, prioritizing, and coordinating high-level meetings, ensuring alignment with organizational priorities and minimal conflicts.
• Coordinates and supports high-level executive meetings, including agenda development, preparation of materials, documentation of decisions, and follow-up on action items to ensure accountability.
• Leads and coordinates departmental meetings, ensuring that objectives are documented, progress is monitored, and results are tracked and reported consistently.
• Lead and manage assigned projects, from initiation through completion, ensuring alignment with organizational goals.
• Develop project plans, define scope, establish timelines, and monitor progress to ensure milestones are achieved.
• Monitors, analyzes, and reports on project progress using both quantitative and qualitative measures, providing insights to management for decision-making.
• Oversees departmental communications by coordinating meetings, drafting correspondence, and managing follow-up activities to ensure alignment across stakeholders.
• Drafts, reviews, and updates policies, procedures, and departmental manuals, and develops training materials that strengthen compliance and organizational knowledge.
• Facilitates engagement and communication with system users, contractors, and external partners to obtain feedback and ensure service quality.
• Coordinates with IT leadership to manage the IT contract renewal and replacement schedule, ensuring timely review and alignment with organizational needs.
• Reviews, processes, and monitors IT invoices and budget activity, collaborating with the IT Director and Managers to ensure accuracy, accountability, and timely payments.
• Support departmental Key Performance Indicator (KPI) activities, including research, data gathering, validation, and analysis, representing IT on the KPI committee and ensuring the integrity of performance reporting.
• Serves as an active member of the cross-departmental Administrative Coordinating Team (ACT), supporting organizational initiatives, collaboration, and consistent administrative excellence across departments.
• Builds and maintains effective working relationships with internal leadership, staff, and external agencies to advance departmental initiatives and organizational priorities.
• Ensures compliance with all company safety regulations, policies, and procedures, and actively participates in required safety training and reporting.
• Other duties as assigned

Qualifications

ATTRIBUTES AND SKILL SETS :

EDUCATION AND EXPERIENCE :

Salary Range : $63,748- $88,012 (Depending on Qualifications)

Compensation packages are determined based on a variety of factors specific to each candidate, including geographic location, skillset, the mix of relevant education, certifications, experience level, and performance. At Long Beach Transit, compensation decisions are made considering the unique requirements and circumstances of each position.

Apply online at www.ridelbt.com / careers. Online applications must include past work history and be fully completed to be considered. Resumes will not be accepted in lieu of a complete online application.

Upon request, a driving record printout is required with application (must be current within the 30 days of the printout).

Candidate must be eligible to work in the United States. Long Beach Transit does not sponsor H-1B or other related work visas.

An Equal Opportunity Employer. Successful candidate must pass agency physical, drug and alcohol examinations.

Long Beach Transit, 1963 E. Anaheim St., Long Beach, CA 90813

This job description is not intended to be a complete listing of all the job duties required of this position, but to provide information on the general scope of the position.