Administrative Assistant – Technology and Compliance Department

The Administrative Assistant for the Technology and Compliance Department provides administrative operational and coordination support to ensure efficient compliant and well-documented departmental operations. This role supports reporting documentation vendor coordination compliance tracking and process improvement initiatives across technology and compliance functions.

The position works closely with internal teams and external partners and requires strong organizational skills discretion attention to detail and the ability to leverage modern tools and technology to improve efficiency.

Key Responsibilities

Administrative & Operational Support

• Provide day-to-day administrative and office support for Technology and Compliance operations
• Manage sensitive and confidential information with professionalism and discretion
• Coordinate meeting logistics including scheduling agenda preparation note capture and follow-up tracking
• Maintain organized electronic and physical filing systems for operational and compliance records
• Support Learning Management System (LMS) setup administration and training coordination
• Coordinate equipment ordering tracking and follow-up to ensure timely delivery and deployment
• Manage travel arrangements and support expense report preparation and submission

Compliance & Documentation Support

• Support compliance documentation activities including audits filings tracking and record retention
• Maintain trackers and reminders for invoices purchase orders contracts training requirements and compliance deadlines
• Coordinate vendor documentation requests collect required materials and route for internal review
• Assist with audit preparation by gathering documentation and tracking requests and responses

Reporting & Data Tracking

• Develop maintain and distribute standard operational compliance and administrative reports and dashboards
• Ensure accuracy and timeliness of recurring data and reporting deliverables
• Identify opportunities to enhance streamline and automate reporting processes
• Support ad hoc data tracking and reporting requests as needed

Process Improvement & Documentation

• Maintain refine and create Standard Operating Procedures (SOPs) and operational documentation
• Document workflows processes and compliance-related procedures
• Help ensure documentation remains current accessible and aligned with organizational requirements

Vendor & Coordination Support

• Serve as a coordination point for vendor communications related to documentation compliance and administrative needs
• Track vendor contracts certifications insurance documents and other required materials
• Coordinate with internal stakeholders to support timely review approval and follow-up

Qualifications :

Required

• High school diploma or equivalent
• 35 years of administrative compliance or operational support experience
• Strong organizational time management and prioritization skills
• Demonstrated ability to manage trackers documentation and deadlines accurately
• Strong written and verbal communication skills
• Proficiency in Microsoft Office (Word Excel Outlook PowerPoint)
• Ability to learn and use additional systems software and reporting tools
• Proven discretion in handling confidential information

Preferred

• Associates degree or higher; equivalent experience considered
• Experience supporting compliance audits or regulated environments
• Familiarity with SOPs documentation control or process documentation
• Experience coordinating with vendors and managing documentation workflows

Key Competencies

• Attention to detail and accuracy
• Reliability and consistent follow-through
• Ability to manage competing priorities and deadlines
• Proactive problem-solving mindset
• Strong interpersonal and communication skills
• Comfort working with data tracking tools and reports

Additional Information :

All your information will be kept confidential according to EEO guidelines.

Remote Work :

No

Employment Type :

Full-time