Technology Office Assistant (Finance)

Job Description:
Pay Range: $22.00 - $30.00/hour

Job Type: Full-time

Role

The Technology Office Assistant to the Chief Information Officer (CIO) provides high-level administrative and operational support to the CIO and, by extension, the broader Technology leadership team. This role requires exceptional organizational skills, discretion, initiative, and the ability to manage competing priorities in a dynamic, technology-focused environment. This position acts as a key liaison between the CIO and internal/external stakeholders, ensuring seamless coordination and communication.

Essential Duties & Responsibilities

• Manage and maintain the CIO's calendar, including scheduling meetings, appointments, and travel.
• Serve as the primary point of contact for internal & external stakeholders seeking contact with the CIO.
• Prepare meeting agendas, take minutes, and track follow-ups for leadership and strategic meetings.
• Coordinate and compile executive-level presentations, reports, dashboards, and briefings.
• Support the planning, coordination, and execution of departmental events, town halls, and technology leadership offsites.
• Handle confidential and sensitive information with discretion and professionalism.
• Monitor email and other communication channels to triage and route requests appropriately.
• Assist in the drafting, editing, and formatting of communications, memos, and policy documentation.
• Partner with Finance, HR, Legal, and other departments on administrative workflows such as expense reporting, vendor onboarding, and compliance deliverables.
• Manage preparation of the Bank's IT asset and maintenance billing invoices for input to the Accounts Payable system.
• Proactively identify and solve administrative and operational problems on behalf of the CIO.
• Support special projects and initiatives led by the CIO or Technology leadership team.
• Perform other duties as assigned.
• Participate in proactive team efforts to achieve departmental and company goals.
• Must comply with current applicable laws, regulations and bank policies and procedures. Comply with all safety policies, practices and procedures. Report all unsafe activities to supervisor and/or Human Resources.

Experience

Minimum 3 years of executive-level administrative support, preferably supporting a CIO, CTO, or senior technology executive.

Education/Certifications/Licenses

Required
• Associate's degree in Business Administration, Communications, or related field-or equivalent experience.

Preferred
• Bachelor's degree in Business Administration, Communications, or related field-or equivalent experience.
• Experience in a mid-sized to large corporate environment, especially within financial services, technology, or a regulated industry.
• Project coordination or experience working with PMOs or strategic planning offices.

Skills

• Exceptional organizational skills: Ability to manage complex calendars, deadlines, and competing priorities.
• Communication: Strong verbal and written communication skills; comfortable interfacing with executives, board members, and staff.
• Tech-savvy: Proficiency with Microsoft 365 (Outlook, Teams, Excel, PowerPoint, Word), and tools such as SharePoint, OneNote, Confluence, or task management systems (e.g., Loop, Asana, Trello).
• Critical thinking: Able to anticipate needs, act proactively, and solve problems independently.
• Discretion and judgment: Handle confidential information with the utmost integrity.
• Adaptability: Thrives in a fast-paced, high-change environment with shifting priorities.
• Team-oriented: Works well with others and represents the office of the CIO in a professional, approachable manner.
• Familiarity with IT and digital transformation concepts, terminology, and organizational structures.
• Understanding of corporate governance, project management basics, and cross-functional collaboration.
• Awareness of confidentiality protocols and risk considerations in regulated industries .
• Ability to multi-task while maintaining professional communication via, phone, email and mail.
• Possess strong attention to detail and accuracy and a desire to be proactive and create a positive experience for others.
• Courtesy, tact, and diplomacy are essential elements of the job. Work involves personal contact with others both inside and/or outside the organization, generally regarding routine matters for purposes of giving or obtaining information, as well as updating or referring, which typically require short discussions.

Physical Requirement
Perform primarily sedentary work with limited physical exertion and occasional lifting of up to 10 lbs. Must be capable of climbing / descending stairs in emergency situation. Must be able to operate routine office equipment including telephone, copier, facsimile, and calculator. Must be able to routinely perform work on computer for an average of 6-8 hours per day, when necessary. Must be able to work extended hours whenever required or requested by management.

Working Conditions
Regular in-office attendance required.

Mental and/or Emotional Requirements
Must be able to perform job functions independently or with limited supervision and work effectively either on own or as part of a team. Must be able to read and carry out various written instructions and follow oral instructions. Must be able to speak clearly and deliver information in a logical and understandable sequence. Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization and demonstrate highest levels of customer service and discretion when dealing with the public. Must be able to perform responsibilities with composure under the stress of deadlines / requirements for extreme accuracy and quality and/or fast pace. Must be able to effectively handle multiple, simultaneous, and changing priorities. Must be capable of exercising highest level of discretion on both internal and external confidential matters. Ability to sit, stand, bend or move for differing periods of time to perform job functions.

CapFed® is an equal opportunity employer.