Senior Administrative Assistant

About the role

A position at White Cap isn’t your ordinary job. You’ll work in an exciting and diverse environment, meet interesting people, and have a variety of career opportunities. The White Cap family is committed to Building Trust on Every Job. We do this by being deeply knowledgeable, fully capable, and always dependable, and our associates are the driving force behind this commitment.

Responsibilities

• Provides general administrative support by performing clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to stakeholders.
• Serves as a partner to understand and anticipate leaders’ needs and priorities, ensuring high-quality administrative and operational support across the organization.
• Provides administrative support to leaders, managing schedules, communications, and key projects.
• Ensures smooth operations, handles confidential matters, and facilitates efficiency in achieving business goals.
• Demonstrates collaboration, accountability, trust, and execution.
• Maintains a comprehensive understanding of department policies and procedures to effectively execute responsibilities.
• Reviews upcoming meetings to ensure leaders have necessary information for productivity.
• Distributes meeting materials timely to appropriate stakeholders.
• Launches and delivers scheduled meetings, including requesting agenda items, coordinating meals, and preparing necessary data in advance.
• Ensures expense reports are accurate and complete.
• Tracks and processes expenses, submits invoices, and handles reimbursements.
• Approves expense reports and purchase orders for executives’ direct reports.
• Manages reconciliation of corporate credit card expenses, ensuring accuracy and timeliness.
• Plans and organizes travel, including flights, accommodations, itineraries, and transportation.
• Manages travel requests and approvals appropriately.
• Uses discretion and judgment to prioritize meetings and manage information flow to executives.
• Serves as the primary communication hub, managing incoming requests and information from administrative staff.
• Ensures smooth communication between admin teams.
• Collaborates with peers within the business and other functions to drive alignment and execution of priorities.
• Captures and coordinates candidate interview process (e.g. scheduling, communication, etc.).
• Manages special projects or initiatives, ensuring deadlines are met and progress is tracked.
• Maintains highly confidential and specialized information, utilizing an in-depth understanding of organizational policies, procedures, and operations.
• Organizes and maintains files and records for accessibility and organization.
• Drafts, proofreads, and edits correspondence, reports, presentations, and other documents.
• Processes invoices for payment.

Qualifications

• Technical certification or associate degree may be required in some areas.
• Generally, 7+ years of experience in area of responsibility.
• Preferred Qualifications: 5+ years related clerical/administrative experience, Customer service experience.

Skills

• Collaboration
• Accountability
• Trust
• Execution
• Comprehensive understanding of department policies and procedures
• Meeting management
• Expense tracking and processing
• Travel coordination
• Confidentiality handling
• Document drafting and editing
• File organization and maintenance
• Special project management

Benefits

Not specified.

Pay

Not specified.

Schedule

Hybrid

Benefits

Not specified.

Company Information

White Cap is an Equal Opportunity Minority/Female/Individuals with Disabilities/Protected Veteran and Affirmative Action Employer. White Cap considers for employment and hires qualified candidates without regard to age, race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship, protected veteran or disability status or any factor prohibited by law.