Sr. Administrative Assistant

About the role

Under limited supervision, performs advanced and diversified administrative duties for the head of a large organizational unit (typically a Division VP or Director). Assists in developing and maintaining records, statistics, and reports; coordinates data and distributes information to staff. Handles confidential matters and performs support functions requiring broad knowledge of company policy and procedures. May supervise lower-level administrative assistants. Structures and organizes the head’s activities to facilitate efficient department operations and maintains excellent working relationships.

Responsibilities

• Structures, organizes, and expedites the activities and workload of the head’s office; prioritizes schedules and maintains calendars with follow-up systems for projects, meetings, and issues.
• Arranges and coordinates details for meetings, conferences, and special events.
• Screens and prioritizes correspondence; responds to routine items or gathers additional information as needed; may compose and initiate routine correspondence.
• Represents the head professionally with internal and external contacts; screens and prioritizes telephone calls and redirects to appropriate staff; refers complex or urgent calls to the head.
• Prepares reports, presentations, and documents based on general instructions; maintains relevant databases and records; reviews presentation materials to ensure effectiveness.
• Distributes information and materials to staff; assists in compiling and developing the unit’s annual budget; processes expense reports and monitors incoming invoices; prepares forms to process and pay invoices.
• Communicates and coordinates the head’s instructions with individuals or departments; furnishes and obtains information from executives or outside representatives; handles confidential information with discretion.
• Manages administrative projects; participates in research and generates reports; notifies participants on timelines and completion dates.
• Makes travel arrangements including ground transportation and hotel accommodations; prepares itineraries for the head and direct reports.
• Provides administrative support for multiple managers as needed; may delegate work to less experienced staff and provide coaching and mentoring.

Requirements

• High School Diploma/GED and at least 1 year of general administrative experience (e.g., answering phones, making travel arrangements, distributing correspondence).
• Experience coordinating and scheduling multiple events simultaneously.
• Experience managing calendars for one or more individuals.
• Experience working with individuals at the executive level.
• Experience building and maintaining relationships within a team.
• Basic email and internet skills (sending, receiving, and organizing communications).
• Intermediate skill in Microsoft Excel (e.g., using SUM function, setting borders, setting column width, inserting charts, using text wrap, sorting, setting headers and footers, print scaling).
• Intermediate skill in Microsoft PowerPoint (e.g., applying a theme, formatting character spacing, inserting a picture, changing slide layout and theme colors, adding transitions, customizing slide numbers, changing chart style, formatting font).
• Intermediate skill in Microsoft Word (e.g., inserting headers, page breaks, page numbers and tables, adjusting table columns).
• Experience using time management skills such as prioritizing/organizing and tracking details and meeting deadlines of multiple projects with varying completion dates.
• Experience developing ways of accomplishing goals with little or no supervision, determining when escalation is necessary.

Preferred Qualifications

• 2 years of general administrative experience.
• Associate’s or Bachelor’s Degree.

We will consider employment of qualified applicants with arrest and conviction records.

Salary Range: $25.60 – $37.74 per hour.