Administrative Associate, Technology

Position  Summary  

The Technology Administrative Associate will be an integral part of the technology team, primarily responsible for providing assistance and administrative support to the senior technology leadership team, coordinating and tracking cross-departmental projects and initiatives, and ensuring the smooth functioning and operation of the department.  This role offers an unparalleled opportunity to increase your professional network, gain valuable experience, and grow with the organization as we gear up for the 2028 Olympic and Paralympic Games!  

 This position will report to the VP, Head of PMO 

Key  Responsibilities   

Executive & Leadership Support 

• Fully manage comprehensive executive administration and calendar scheduling for senior leadership, while providing scheduling coordination for broader department leadership as needed. 

• Coordinate travel logistics, expense processing, and meeting preparation for senior technology leadership. 

• Coordinate logistics for key leadership meetings, including room reservations, technology setups, and catering. 

• Act as a communications liaison, composing and sending team-wide announcements, policy reminders, and correspondence on behalf of senior leadership. 

Departmental Operations & Workspace Logistics 

• Coordinate all onsite visitor, contractor, and technology partner logistics, managing building access, badging, and space requirements. 

• Coordinate with workplace facilities to manage team seating assignments. 

• Track and monitor updates for department working groups and coordinate periodic reporting on government interactions. 

• Maintain essential department resources, including visitor guides, travel databases, and up-to-date organizational charts. 
   

Team Coordination, Culture & Onboarding 

• Facilitate the onboarding process for new hires, contractors, and suppliers by ensuring they are added to standard meetings, communication channels, and shared team platforms. 

• Maintain the central repository of departmental job descriptions, team rosters, and comprehensive contact directories. 

• Plan and execute team outings, bonding events, and social gatherings to support department culture. 
   

Meeting & Communications Management 

• Manage the compilation of recurring departmental meeting agendas, presentation slides, and team-wide calendar invites, maintaining the Technology department's presence on the organization’s master calendar. 

• Respond to incoming inquiries, routing them appropriately, and partner with cross-departmental administrative staff to provide backup coverage and support when necessary. 

Background and Requirements  

• Bachelors degree preferred 

• 3+ years of experience within a fast-paced team in a coordination, department operations, or executive support role. 

• Strong proficiency in Smartsheet and Excel for tracking data, managing lists, and organizing team logistics. 

• Practical experience using SharePoint, Slack, and Teams to organize file libraries, manage group access, and handle team communications. 

• Advanced skills in Outlook for managing complex executive calendars, resolving scheduling conflicts, and booking meeting rooms. 

• Experience coordinating team events, ordering catering, and preparing basic meeting presentations and agendas. 

• Ability to handle sensitive department information with absolute confidentiality and discretion. 

• Strong tracking and organizational skills to monitor working groups, guest lists, and basic reporting requirements.  

Physical Requirements and Working Conditions  

• Available to work onsite in our Downtown Los Angeles-based office.   

• The majority of work will be conducted in an office setting, requiring extended periods of time using computers, phones, and other office equipment.    

• The LA28 office is an open floorplan working environment; employees must be able to work efficiently in an open cubicle environment.    

• Hours of work may vary, including evenings, weekends, and holidays, especially during peak event periods.  

• Perform other duties as required; the role will evolve over time and may include operational responsibilities during the Olympic and Paralympic Games.  
   

Expectations  

• Ability to stay organized and prioritize tasks in a fast-paced, ever-changing environment. 

• Strong initiative to resolve conflicts independently, such as negotiating double-booked meeting rooms or managing space constraints. 

• High level of personal integrity and the ability to handle sensitive executive, personnel, and departmental information with absolute confidentiality. 

• Excellent written and verbal communication skills for drafting team announcements, responding to inquiries, and representing leadership. 

• A helpful, service-oriented attitude with the ability to work well with everyone from visitors and suppliers to senior executives. 

• Exceptional attention to detail when managing calendars, guest logistics, tracking sheets, and onboarding checklists. 

• A general comfort with learning new software tools and a strong interest in how technology supports team processes run.