Administrative Assistant to IT Director (Remote)

Job Title: Administrative Assistant to IT Director (Remote)

Reports to: Director of Information Technology

Overview

We’re seeking a part-time, remote Administrative Assistant to support a fast-moving, high-performing Director of Information Technology overseeing multiple business entities. This role is ideal for someone who thrives in a dynamic environment, takes pride in keeping operations organized and on track, and brings calm, competence, and follow-through to everything they do.

While this is a primarily remote role, candidates located in or near Houston, TX are strongly preferred to support occasional in-person meetings with the Director as needed.

You’ll serve as a trusted right hand, providing executive-level administrative support, assisting with project coordination, and managing day-to-day tasks with professionalism, accuracy, and strong attention to detail. Success in this role requires sound judgment, responsiveness, and the ability to anticipate needs in a security-conscious environment.

This role is a direct-hire opportunity supporting a client whose businesses are exclusively supported by O’Mally Management Group. Due to the security-sensitive nature of the position, details regarding the company will be shared with qualified candidates at the appropriate stage of the selection process.

Role Overview

The Administrative Assistant to IT Director (Remote) provides centralized administrative and compliance coordination support across HHER, with dedicated support to the Director of Information Technology. This role focuses on training administration, compliance tracking, secure file management, and administrative coordination to reduce operational burden on leadership and ensure documentation remains current, organized, and audit-ready.

This is a coordination and execution role, not a policy-setting, decision-making, or technical IT position.

This is a remote position. Candidates located in the greater Houston area are strongly preferred to allow for occasional in-person meetings with the IT Director as needed.

Key Responsibilities

Compliance & Training Coordination

• Coordinate HIPAA and other required employee training courses across HHER
• Track training completion, certificates, and renewal timelines
• Maintain compliance logs and training records
• Monitor outstanding or overdue training requirements and follow up as needed
• Support onboarding compliance tasks related to training and documentation

File Management & Secure Data Handling

• Confirm receipt, completeness, and documentation integrity
• Maintain organized file logs and audit-ready records
• Flag missing, incomplete, or outdated documents to chain of command

Administrative Support to IT Leadership

• Provide administrative coordination support to the IT Director
• Track contracts, agreements, renewals, and related documentation
• Maintain organized records of IT administrative materials
• Follow up on non-urgent but time-sensitive administrative items
• Serve as a point of coordination to reduce administrative workload for IT leadership

This role is administrative and coordination-focused and does not perform technical IT work, system administration, policy creation, or legal interpretation.

Required Qualifications

• Prior administrative or compliance-related experience (school district, healthcare, or regulated environments preferred)
• Strong organizational skills with exceptional attention to detail
• High level of professionalism, discretion, and confidentiality
• Ability to manage multiple tracking systems and deadlines
• Strong written and verbal communication skills
• Comfortable working independently with structured guidance
• Proficiency with Microsoft Office and shared file systems

Preferred Experience

• Experience coordinating compliance-related training or documentation
• Familiarity with HIPAA or healthcare-adjacent environments
• Experience supporting leadership in an administrative capacity

Key Competencies

• Process-oriented and detail-driven
• Reliable follow-through and task ownership
• Professional judgment and discretion
• Calm, consistent execution style
• Comfortable operating behind the scenes to support leadership efficiency

Pay & Benefits

• Pay is commensurate with experience
• This is a remote position with a part-time schedule, not to exceed 30 hours per week
• 401K with company match

Job description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Hospitality Health ER is an equal opportunity employer inclusive of female, minority, disability and veterans, (M/F/D/V). Hiring, promotion, transfer, compensation, benefits, discipline, termination and all other employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, age, disability, national origin, citizenship/immigration status, veteran status or any other protected status.