This versatile, hands-on role supports Vice President, Corp IT by connecting project and portfolio coordination, budgeting and financial administration, purchase and vendor management, reporting and dashboarding, data analysis, process improvement, team operations, and executive decision support. The position brings structure, visibility, and follow-through to a fast-moving technology organization by helping track priorities, budgets, risks, decisions, commitments, and key initiatives across the VP's portfolio. Leveraging judgment, discretion, communication, anticipation, and relationship management skills developed through executive support experience, the role serves as a trusted operational partner that helps turn strategy into execution
Key Responsibilities
IT Project and Portfolio Management
Support VP Corp IT in tracking key technology initiatives by maintaining project plans, milestones, status updates, risks, actions, and dependencies across assigned platforms and business priorities.
Prepare project dashboards, reporting, and follow-up actions to help ensure deliverables, decisions, budgets, and stakeholder commitments remain on track.
Purchase Requisitions, Purchase Orders & Billing
Coordinate purchasing and invoicing activities for the technology portfolio by creating requisitions, tracking purchase orders, monitoring invoice processing, and maintaining spend visibility.
Maintain procurement and financial trackers while partnering with Finance, Procurement, Accounts Payable, and vendors to resolve issues and support budget administration activities.
Light Procurement & Vendor Administration
Support vendor and contract administration activities by coordinating renewals, collecting quotes, maintaining contract and subscription inventories, and monitoring key commercial dates and commitments.
Prepare vendor-related reporting and documentation while facilitating onboarding, compliance requirements, and routine procurement workflows in partnership with internal support teams.
Process Improvement & Automation
Identify opportunities to streamline workflows, improve reporting, automate manual processes, and standardize operational practices.
Develop templates, trackers, and dashboards that improve efficiency and visibility.
IT, Business Operations Support
Serve as a trusted operational partner to the VP, Corp IT by preparing presentations, leadership materials, operating reviews, decision support documents, and executive communications.
Manage governance trackers, risks, actions, decisions, and special projects while coordinating follow-through across business, IT, vendor, and finance stakeholders.
Coordination & Workforce Assist
Support team operations for VP, Corp IT by maintaining resource, contractor, vendor, onboarding, offboarding, staffing, and workload progress trackers and dashboarding, and coordinating follow-up on key team commitments and deliverables.
Facilitate communication and operational alignment by coordinating team updates, communications, planning activities, action items, and accountability tracking to help ensure clear ownership, deadlines, and execution of priorities.
Reporting, Dashboarding & Business Insights
Develop and maintain dashboards, scorecards, and executive reporting that provide visibility into project status, budgets, vendor performance, resource utilization, risks, milestones, and operational metrics across their manager’s technology portfolio.
Analyze and consolidate data from multiple sources to prepare leadership-ready reports, trend analysis, executive summaries, and insights that support planning, prioritization, and decision-making.
Success Profile & Executive Support Strengths
A trusted, low-ego operator who can move fluidly between project delivery, analytics, financial detail, team coordination, and executive communication. The person is equally comfortable building a dashboard, reconciling a PO, organizing an intake pipeline, preparing a decision brief, or driving follow-up across stakeholders.
Executive judgment and prioritization.
Discretion with confidential financial, vendor, personnel, and strategic information.
Enterprise perspective and understanding of cross-functional dependencies.
Clear, concise writing and presentation development.
Anticipation, responsiveness, and disciplined follow-through.
Confident stakeholder navigation across levels and functions.
Ability to create structure from ambiguity.
Meeting preparation, decision capture, and action follow-up, excluding scheduling.
Required Qualifications
5+ years in IT project management, portfolio operations, analytics, financial administration, executive operations, or a comparable cross-functional role.
Experience managing projects, risks, issues, dependencies, actions, vendors, and executive reporting.
Hands-on experience producing dashboards, analyses, management reports, and decision-support materials.
Working knowledge of budgets, forecasts, requisitions, POs, invoices, accruals, billing, and reconciliations.
Advanced Excel capability, including lookups, pivot tables, validation, reconciliation, and analysis of imperfect data.
Strong communication across IT, business, Finance, Procurement, vendor, and executive audiences.
Exceptional organization, detail, discretion, judgment, and independent prioritization.
Ability to move between strategic priorities and detailed execution.
Preferred Qualifications
Prior operational or analytical support to a senior IT executive or leader.
Experience in logistics, distribution, field services, or another complex enterprise environment.
Power BI or comparable business intelligence experience.
IT portfolio, demand management, technology procurement, vendor management, or IT financial management experience.
Familiarity with ERP, procurement, project management, service management, and collaboration platforms.
PMP, Agile, business analysis, analytics, or Lean certification is a plus.
Software / Tools
Microsoft 365, including advanced Excel, PowerPoint, Teams, SharePoint, and OneDrive
Power BI or comparable visualization tools
Azure DevOps, Jira, Microsoft Project, Planner, Smartsheet, or similar
SAP, Oracle, Coupa, Ariba, or comparable ERP and procurement tools
ServiceNow or similar workflow and service management tools
Visio or Lucidchart
Working Environment/Physical Requirements
Hybrid or remote work schedule/ environment; up to 20% travel may be required.
This position requires availability during standard Eastern Time (ET) business hours.
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