Administrative Assistant, Information Technology

• Consider the customer first in decision making by being of service to others.
• Operate with Integrity-especially when no one is watching.
• Be open to new ideas and Continuous Improvement – seek ways to improve current processes.
• Be Proactive - take personal ownership especially when things go wrong.
• Cultivate the Potential of every employee – we must strengthen LBT through development and training

• 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

• Ability to manage multiple projects and priorities simultaneously while maintaining accuracy, attention to detail, and meeting deadlines.
• Strong initiative and problem-solving skills, with a proactive approach to anticipating needs and resolving challenges.
• Collaborative mindset, skilled at sharing ideas, building consensus, and solving problems across departments and stakeholders.
• Strong organizational and time management skills, with the ability to coordinate complex administrative and technical tasks.
• Excellent verbal and written communication skills, with exceptional grammar, spelling, and the ability to tailor messaging to diverse audiences.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information and departmental matters.
• Exceptional project management skills, with the proven ability to plan, coordinate, and drive successful implementation of administrative functions critical to IT operations.
• Analytical thinker with strong decision-making ability, capable of evaluating information, identifying solutions, and improving processes.
• Commitment to continuous learning and adaptability, with the ability to quickly master new technologies, tools, and processes to enhance departmental efficiency.

• Bachelor’s degree in business administration, information systems, computer science, public administration, finance, or a related field is required.
• Three (3) years of progressively responsible administrative, project management, or business operations experience, including direct involvement in policy development, strategic planning, vendor/contract management, or organizational performance analysis.
• Experience working in an information technology, government, or complex organizational environment preferred.
• A Master’s degree in business administration, public administration, or information systems may substitute for two years of experience.
• Demonstrated ability to exercise independent judgment on matters of significance, advise senior management, and lead cross-departmental initiatives.

Long Beach Transit