Senior Administrative Assistant

About the role

The Senior Administrative Assistant plays a crucial role in supporting executives by efficiently handling administrative tasks, thereby allowing them to focus on strategic management. This position involves coordinating and prioritizing daily activities, organizing meetings, composing correspondence, arranging travel, and preparing expense reports. Additionally, the Senior Administrative Assistant ensures seamless operations by overseeing administrative functions and fostering a productive work environment.

Responsibilities

• General receptionist duties, including answering office main line and management phone, greeting visitors, and accepting packages and deliveries
• Prepare FedEx shipments and outgoing mail for all office teams; keep and order inventory of stamps and shipment supplies
• Order supplies and maintain office equipment; ensure all printers are operational and stocked with copy paper
• Maintain HUB kitchen and restock sodas, paper products, and general kitchen supplies
• Retrieve and distribute office mail and newspapers
• Process invoices for payment
• Keep an inventory of parking validation tickets for guests
• Serve as Designated Floor Warden with Building Management; act as the office Liaison with landlord on all maintenance and service requests
• Process expense reports for Associate Directors and senior-level personnel
• Train newly hired analysts in processing their expense reports, T&E policies, and booking travel
• Book travel for Senior Managing Directors
• Prepare TOPA mailings for MF IS team
• Maintain conference rooms and common areas of the office; manage conference room calendar
• Order food and set up conference rooms for business luncheon meetings
• Assist Office Manager in planning and holding office events and functions
• Cross-trained on all aspects of office management, including claiming wires and onboarding new employees
• Assist employees with preparation and distribution of marketing materials
• Administrative duties and responsibilities as required by the Office Leaders, Executive Vice President, and Office Manager

Qualifications

• 5+ years of equivalent professional experience
• College Diploma, High School Diploma, or GED
• Advanced proficiency in MS Word, Excel, PowerPoint, and Outlook; Salesforce experience is advantageous
• Strong attention to detail with excellent organizational and multitasking abilities
• Exceptional verbal and written communication skills, adaptable to tight deadlines in a team setting
• Ability to collaborate effectively across all levels of internal and external management, maintaining confidentiality

Benefits

• Monthly paid volunteer hours and donation matching to benefit communities
• Employee Resource Groups for professional growth
• Fertility and family planning services
• Up to 12 weeks of fully paid parental leave
• Mental health care, including free counseling sessions
• Generous tuition reimbursement to fund learning journey
• Pet insurance discounts

Pay

The provided base salary for this position ranges from $34 to $36 USD. The actual salary will be determined by factors including scope, complexity, location of the role, skills, education, training, credentials, and experience of the candidate. Additional incentive opportunities may be included in the total compensation package.