About the role
The Executive Assistant to the CIO provides comprehensive administrative and operational support to the SVP, Chief Information Officer, and serves as the central point of coordination between the Information Technology department, Finance, Legal, Procurement, Human Resources, Property Operations, and external vendors. The role combines executive support with ownership of IT contract administration, vendor due diligence, and invoice processing, and supports the company-wide AI and technology initiatives that the department leads.
The ideal candidate will bring prior experience supporting executive-level management and demonstrate proactivity by anticipating needs and next steps and following through. They will be comfortable with technology and eager to learn new tools (including AI) as the company continues to innovate, thrive in a fast-paced environment, manage multiple priorities and deadlines at once, and demonstrate excellent communication and judgment.
Responsibilities
Executive Support to the CIO
- Manage the CIO’s calendar and meeting priorities; monitor and respond to requests from executives, vendors, and business stakeholders.
- Answer phone calls and greet and escort guests of the CIO.
- Arrange travel and process expense reports.
- Prepare agendas, minutes, supporting exhibits, and action item tracking for meetings with direct reports, committees, and other meetings as directed.
- Independently develop initial drafts of management and departmental communications, including presentations, reports, memoranda, and correspondence.
- Coordinate conference rooms, Teams meetings, and meeting logistics.
- Take the lead on special projects as assigned.
Contract and Vendor Administration
- Track active contracts, renewal dates, notice periods, termination requirements, and expirations, engaging stakeholders in time to act.
- Maintain the contract management tracker and master vendor contract repository, and conduct an annual contract inventory review.
- Route and track NDAs, MSAs, SOWs, and amendments through Legal review and signature, including DocuSign routing. This role does not negotiate terms or sign agreements on the company’s behalf.
- Coordinate vendor onboarding, renewal decisions, renegotiations, and terminations with business owners, and initiate vendor review discussions.
- Obtain quotes and pricing, maintain vendor records, and follow up with vendors on outstanding documentation.
- Maintain software license records and renewal dates.
Vendor Risk and Due Diligence
- Own the vendor due diligence process in Venminder, including onboarding reviews and annual reviews.
- Collect and track SOC reports, cyber insurance certificates, business continuity documentation, security questionnaires, and compliance certifications.
- Follow up on outstanding requests and incomplete assessments, and coordinate required compliance reviews.
- Maintain vendor records and supporting documentation, and provide them to IT leadership, who assess risk and set vendor risk ratings.
Purchasing, Invoice, and Financial Administration
- Facilitate the purchasing process, including approvals, invoice processing, and payment follow-up.
- Review incoming vendor invoices, match them against contracts, SOWs, and approved services, assign the proper project and accounting codes, and route them for approval in Nexus.
- Reconcile invoices against the approved budget and flag variances.
- Work directly with vendors and Accounts Payable to resolve billing discrepancies, credits, and payment inquiries.
- Track invoice payment status and maintain invoice records.
- Coordinate vendor onboarding documentation and compliance requirements.
- Support annual IT budget planning by gathering vendor pricing and renewal quotes.
IT Project, Meeting, and Event Coordination
- Organize IT leadership meetings, quarterly reviews, vendor meetings, and project check-ins.
- Coordinate meetings and logistics for major initiatives, such as the annual cybersecurity audit and tabletop exercises.
- Maintain project trackers, and assemble and publish program and project status reports.
- Capture meeting notes, action items, and follow-up tasks, and drive them to completion.
AI and Technology Enablement Programs
- Coordinate AI Committee meetings and AI enablement activities.
- Coordinate company-wide AI and technology training programs and workshops across business departments, external trainers, and IT leadership.
- Manage attendee lists, registrations, attendance tracking, and communications for training sessions and department learning events.
Cross-Functional Coordination
- Serve as the primary point of coordination between IT, Finance, Legal, Procurement, HR, Property Operations, and external vendors, ensuring information, approvals, and deliverables move efficiently.
Qualifications
Education/Experience Required
- High School Diploma or GED, Associate or Bachelor’s degree preferred.
- Five or more years of administrative experience, preferably supporting a senior executive in an information technology or corporate environment.
- Experience with contract and vendor management.
Knowledge, Skills, and Abilities
- Knowledge of contract and vendor management, procurement, and vendor compliance processes. Familiarity with vendor documentation including SOC reports, cyber insurance certificates, and security questionnaires is a plus.
- Advanced proficiency with Microsoft Office and collaboration technologies
- Strong verbal and written communication skills with executive presence and professionalism,
- Strong organizational and prioritization skills and ability to manage competing priorities in a fast-paced environment.
- Analytical and detail-oriented skills
- Ability to anticipate needs and proactively follow through
- Ability to adapt quickly to new technologies, tools, and processes with an interest in learning new applications and technologies.
- Ability to work independently and collaborate effectively across teams.
- Openness to feedback and direction
Benefits:
- Target bonus eligible
- Medical, Dental, and Vision eligible after first month of employment
- Traditional & Roth 401K eligible 1st month of employment with competitive employer match.
- Healthcare, and Dependent Care FSAs
- Health Savings Account (HSA)
- Long Term Disability (company paid)
- Basic Life Insurance (company paid)
- Supplemental Critical Illness and Accident Insurance
- Voluntary Life (Employee, Spouse, Child) Insurance
- Wellness initiatives & incentives
- 20 PTO days annually
- 12 Paid Holidays
Salary range: $100,000 - 120,000
Confidentiality and Data Handling
This role has regular access to confidential and sensitive information, including executive communications, vendor contracts and pricing, invoice and budget data, and vendor security documentation. The incumbent is expected to exercise strict discretion, follow the company’s information security and AI usage policies, and handle sensitive information only through approved systems and channels.
EEO
Urban Edge is proud to be an equal-opportunity employer. Our commitment to diversity and inclusion is reflected in who we are, what we do, and the experiences we deliver. We sincerely value diversity with regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, and all the other characteristics that make us unique.
