Sr Administrative Assistant

About the Role

The Sr Administrative Assistant organizes and manages complex schedules for the Executive Director, including scheduling meetings and events, arranging travel, and preparing expense reports. This role maintains office supplies, supports departmental events, and provides business office functions such as typing, filing, correspondence, time and attendance, documentation, and forms processing. The position also maintains policy and procedural manuals, manages calendars and conference logistics, and performs meeting management functions including preparing agendas and distributing minutes.

Typical Duties

• Prepares, distributes, and maintains written communications (graphs, outlines, minutes, correspondence, reports) in support of effective internal and external project completion.
• Manages daily calendars for the Executive Director, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.
• Arranges and reserves conference rooms, catering, audio/video, and other essential services for meetings and conferences.
• Coordinates travel arrangements and creates expense reports in a timely manner.
• Demonstrates computer literacy and proficiency using Microsoft Office Suite (Word, Excel, PowerPoint, Access, Outlook) to accomplish management objectives.
• Maintains all correspondence and communications, assuring timely dissemination on a need-to-know basis while keeping management informed of status and location of information.
• Prepares and maintains policy, procedural, facility manuals, assigned committee minutes, and reports to ensure materials are current, retrievable, organized, and accurate.
• Compiles, transcribes, and distributes minutes of meetings.
• Prepares professional business communication documents including memos, letters, and emails.
• Interprets and presents oral and written data and communications effectively to optimize management operations.
• Receives, screens, and routes telephonic, verbal, and written communication so priority issues are promptly addressed and subordinate issues receive attention.
• Prepares and maintains departmental schedule with input from departmental leadership.
• Monitors time and attendance for the entire department, forwarding performance improvement feedback forms to appropriate leaders (Directors, Managers, etc.).
• Performs other related duties as assigned.

Qualifications

Required Education and Experience:

• High school diploma, GED, or equivalent
• 5+ years of work experience in an administrative and secretarial capacity
• 1+ years of proficient experience using Microsoft Office Suite or similar software to complete work assignments

Preferred Education and Experience:

• 1+ years of advanced business secretarial training above the high school level