Sr. Administrative Assistant

Major Duties and Responsibilities

• Provide general, routine to complex administrative support with keen ability to foresee and anticipate the needs of the executives and organizations to optimize their time and take a proactive role to anticipate, identify and initiate/facilitate thoughtful solutions.
• Manage and maintain highly complex and changing calendars, and schedule appointments, meetings, travel, and organizational functions as well prepare flawless communication materials on behalf of internal and external customers.
• Key liaison for the group and on-the-job contacts including internal and external customers, internal company executives, parent company executives, trade associations, community and political representatives.
• Work closely with executives, administrative staff, employees and teams creating and maintaining working relationships.
• May initiate and facilitate meetings and take meeting minutes and manage action items.
• May arrange and plan programs and small events for meetings and entertainment of visitors.
• May perform reference work from a variety of sources both inside and outside of the company and prepare special reports, summaries, or digests of a complex nature. Provide web research as needed.
• Draft and prepare routine and advanced correspondence including emails, letters, memoranda, meeting minutes, and reports. Review outgoing correspondence for accuracy, format consistency, signatures and conformance with executive procedures.
• Anticipate and/or identify needs and issues within the organization and proactively initiate and/or facilitate solutions.
• Compile, prepare, and process the executive's expense reports through the Chrome River program.
• Manage all incoming POs, creating, keeping track, and working closely with vendors, finance, and Engineering team.
• Reconciling monthly credit card statements for the Engineering department.
• Screens all incoming correspondence and determine whether executive action is needed.
• Performs other functions such as organizing and filing confidential organizational files and records, preparing recurring internal reports, maintaining contact/customer databases, and performing other related administrative duties.
• Takes an active role in creating a safe and healthy workplace and complies with all applicable safety and health rules.
• Provides administrative support and cross-coverage to manager, executive assistant and administration staff, as necessary.

Required Profile (education, experience)

• Minimum AA degree is preferred with 2-4 years of experience supporting Vice Presidents and above or equivalent working within a highly demanding fast-paced oriented environment.
• Exceptional calendar management skills.
• Exceptional communication skills, verbal and written.
• High level of integrity with a humble nature; fully capable to take initiative, manage and oversee various projects from multiple management being highly proactive, detailed oriented, self-motivated, adaptive, and creative.
• Exceptional professionalism, soft-skills and being a team player.
• High level of work ethics, integrity, confidentiality and flexibility.
• Advanced level MS Office suite, Word, Excel, PowerPoint, Outlook, Project Google Drive).
• Must be highly flexible with time and schedule; able and available to come to work early and/or stay late with minimal advance notice.
• Strong key competencies skills: Customer Focus, Approachability, Integrity and Trust, Dealing with Ambiguity, Interpersonal Savvy, Learning on the Fly, Organizational Agility, Peer Relationships.