Job Description

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
• 3–5+ 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

• Associate’s 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.