Senior Administrative Assistant - Pittsfield, MA

Responsibilities

• Prioritize and coordinate leadership calendars and meeting schedules in Microsoft Outlook, including internal and external meetings with clients and staff.
• Arrange coverage during absences and for visiting management.
• Schedule and coordinate meetings, video teleconferences, and conference calls, including reserving rooms, preparing materials and agendas, and coordinating with Facilities and IT.
• Capture meeting notes and action items and follow up as needed.
• Communicate professionally and effectively with employees, customers, and all levels of the organization.
• Screens calls, connects callers with appropriate staff, and handles or routes inquiries.
• Monitor external and internal communications, address items promptly, and bring critical issues to leadership's attention.
• Draft, proofread, and finalize high-level written correspondence that is consistently error-free.
• Enter, format, and proofread content in Excel, PowerPoint, and Word.
• Handle sensitive and confidential information appropriately without exception.
• Obtain data from various sources, analyze information, and prepare reports as needed.
• Support preparation of recurring reports and metrics for leadership reviews.
• Audit monthly budget reports for accuracy.
• Organize local, domestic, and international travel arrangements, maintaining awareness of security processes for international travel.
• Prepare expense reports for timely reimbursement.
• Update and maintain organizational charts, distribution lists, contact groups, and electronic and manual records.
• Process and track new hire onboarding logistics, including badge requests, workspace setup, and IT access.
• Cook with Security for badge and access requests and visitor processing.
• Report employee moves to Facilities via the Computer Assisted Facilities Management (CAFM) system to validate space availability, confirm department assignments, and identify unoccupied space.
• Facilitate events as needed.
• Collaborate with others to improve processes and procedures.
• Work on assignments of moderate difficulty and complexity, exercising judgment in resolving issues.
• Foster an environment of trust and teamwork, building collaborative relationships internally and externally.

Requirements

• High School Diploma or equivalent is required plus a minimum of 4 years of relevant experience.
• U.S. citizenship is required due to the nature of work performed within our facilities.

Qualifications

• Self-starter who works independently with minimal supervision, and collaborates effectively as a team member.
• Highly proficient with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Strong attention to detail, organization, and time management skills with the ability to multi-task and adjust to changing priorities.
• Solid interpersonal skills and professional demeanor in interacting with employees, managers, executives, and external customers.
• Strong writing, editing, vocabulary, and grammar skills.
• Applies a high level of discretion when dealing with sensitive information and situations.
• Develops and follows procedures to ensure consistent work performance.
• Effectively works within time constraints and adapts to changing circumstances.
• Solid understanding of the general and technical aspects of the job and the company.
• Current information technology skills and experience; ability to learn and adapt to new software tools and systems quickly.
• Identifies opportunities to apply AI for continuous improvement and innovation.
• Experience in a Manufacturing or Defense Environment is preferred.

Skills

• Microsoft Office Suite proficiency (Outlook, Word, Excel, PowerPoint).
• Attention to detail and strong organizational skills.
• Professional communication and interpersonal skills.
• Writing and editing abilities.
• Discretion and handling of sensitive information.
• Ability to learn and adapt to new software tools and systems.
• Experience in a Manufacturing or Defense Environment.

Benefits

Not specified.

Pay

Target salary range: USD $30.36/Hr. - USD $32.56/Hr.

This estimate represents the typical salary range for this position based on experience and other factors (geographic location, etc.). Actual pay may vary.

Schedule

Not specified.