At doTERRA we encourage all employees to seek out opportunities that will expand their skill set. We strive to help achieve personal career goals by providing opportunities of growth and movement throughout the company.
Job Summary
The IT Office Manager serves as a trusted operational partner to the Chief Information Officer (CIO), Chief Technology Officer (CTO), and Information Technology (IT) leadership team. This role provides executive administrative support while helping ensure the IT organization operates efficiently, communicates effectively, and remains connected as a team.
Working with a high degree of professionalism, organization, and discretion, the IT Office Manager coordinates executive schedules, prepares communications and presentations, manages department operations, and supports the day-to-day activities of the IT organization. This position serves as a central point of coordination for leadership meetings, departmental initiatives, cross-functional communication, and administrative operations, enabling IT leaders to focus on strategic priorities.
Beyond traditional administrative responsibilities, this role plays an important part in fostering collaboration, engagement, and culture across the IT organization. The IT Office Manager helps bring teams together by coordinating department town halls, leadership meetings, team events, recognition activities, strategic offsites, and other initiatives that strengthen communication, connectedness, and employee engagement.
Success in this role requires exceptional organization, initiative, sound judgment, attention to detail, and a service-oriented mindset. The ideal candidate anticipates needs, follows through consistently, adapts quickly to changing priorities, continuously seeks process improvements, and builds trusted relationships throughout the organization.
Job Responsibilities
- Serve as a trusted administrative and operational partner to the CIO, CTO, and IT leadership team by proactively managing priorities, anticipating needs, and helping leaders remain organized and focused on strategic initiatives.
- Coordinate calendars, meetings, and logistics for the CIO, CTO, IT leadership, and assigned IT teams, including scheduling, agendas, meeting materials, room and technology setup, and follow-up action items.
- Prepare, edit, proofread, format, and distribute reports, presentations, executive communications, leadership updates, meeting materials, and other professional documents for leadership and cross-functional audiences.
- Draft and distribute recurring IT communications, meeting summaries, action items, department announcements, reminders, and follow-up communications.
- Coordinate and support IT leadership meetings, department forums, strategic planning sessions, leadership offsites, town halls, and other departmental activities by preparing materials, capturing meeting notes, maintaining action-item trackers, and following up on assignments.
- Organize department events, recognition activities, team-building events, celebrations, etc.. that strengthen collaboration, connectedness, and morale across the IT organization. These often include food and activity planning and execution.
- Assist with coordination of departmental initiatives by maintaining trackers, monitoring follow-up activities, and helping ensure commitments, deadlines, and key deliverables remain visible and organized.
- Collect, organize, and maintain data within spreadsheets, dashboards, trackers, and reports to support operational reporting, planning, budgeting, and leadership decision-making.
- Maintain electronic filing systems, shared folders, department records, and administrative documentation to ensure information is accurate, organized, secure, and readily accessible.
- Monitor incoming calls, emails, requests, and routine inquiries for the CIO, CTO, and IT leadership, responding appropriately or routing requests to the appropriate individual.
- Coordinate travel arrangements, conference registrations, itineraries, and related logistics for IT leadership and team members.
- Support administrative business processes including expense reporting, invoice processing, purchase requests, vendor coordination, office supply management, departmental purchasing, and contract administration.
- Partner effectively with IT leaders, business partners, vendors, Human Resources, Finance, Facilities, and other stakeholders to ensure timely communication, coordination, and strong cross department collaboration.
- Maintain confidentiality while handling sensitive employee, financial, vendor, technology, and executive information with professionalism and sound judgment.
- Continuously evaluate administrative workflows and recommend improvements that increase efficiency, organization, communication, consistency, and service across the IT organization.
- Leverage modern productivity tools, including Microsoft 365 and AI-assisted technologies, to improve communication, organization, and administrative effectiveness.
- Perform other related duties as assigned.
Job Qualifications
- High school diploma or equivalent required; associate's or bachelor's degree preferred.
- Typically at least 5 years of progressively responsible administrative experience supporting executives, leadership teams, or complex business organizations.
- Experience supporting Information Technology, technology, operations, engineering, or other corporate services organizations preferred.
- Strong proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
- Excellent written and verbal communication skills, with the ability to prepare polished executive communications, presentations, reports, and meeting materials.
- Demonstrated ability to prioritize competing responsibilities, manage multiple deadlines, and work independently with minimal supervision.
- Exceptional organizational skills, attention to detail, and follow-through.
- Proven ability to anticipate needs, solve problems proactively, exercise sound judgment, and adapt to changing priorities in a fast-paced environment.
- Strong interpersonal skills with a collaborative, service-oriented approach and the ability to build trusted relationships across all levels of the organization.
- Ability to maintain strict confidentiality while handling sensitive business and personnel information.
- Experience coordinating meetings, events, leadership activities, travel, and department operations.
- Demonstrated commitment to continuous improvement and identifying opportunities to simplify processes and increase organizational effectiveness.
- Curiosity and willingness to embrace emerging productivity technologies, including AI-enabled tools, to improve personal and departmental effectiveness.
doTERRA International, LLC. is committed to employing a diverse workforce. Qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, gender expression, protected veteran status, or disability.
