Sr. Administrative Assistant

POSITION SUMMARY:

The Information Technology (IT) team has an opening for a Senior Administrative Assistant. The candidate must be able to handle multiple organizational needs and priorities in a calm, professional, confidential, and confident manner.  The successful candidate will be a highly self-motivated individual with strong organizational, interpersonal, and forward-thinking demeanor.  The candidate must be a team player and eager to work with, support and back up other administrative assistants within the IT organization.

Sr. Administrative Assistant

KEY RESOPNSIBILITIES:

• Perform administrative routines which include setting up meetings, scheduling conference rooms, ordering supplies, and updating organizational documents.
• Maintain leaders’ appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel.
• Make informed decisions regarding leader’s availability when scheduling appointments.  Keep leaders apprised of action items, messages and relevant business issues, both internal and external.  May prepare meeting agendas and/or scribe minutes.
• Create and format documents such as correspondence, presentations, memos, reports from rough drafts, making changes in grammar, punctuation or spelling as needed.  Routinely handles sensitive, confidential information.
• Interact with both external and internal contacts through written, electronic, telephone and face-to-face communication politely and professionally.
• Organize programs, events, meetings, and conferences by arranging facilities and caterers, issuing invitations, coordinating speakers, and controlling the event budget.  Events may be local, corporate, or involve external stakeholders.
  

  Sr. Administrative Assistant

• Maintain office, copier, and mail supply inventories for assigned areas. Maintained by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders; and verifying receipt of supplies.
• Act in a relief capacity for other administrative support.
• Coordinate events on and off-site for various internal and external stakeholders.
• Act as a point of contact for vendors and participants involved in events.
• Prepare expense reports timely and proactively.
• Undertakes specific project work and any other duties appropriate to the grade and as leaders require.
• Maintains strict confidentiality when handling sensitive material.

Sr. Administrative Assistant

EDUCATON AND EXPERIENCE:

• High School Diploma or GED required. Associate degree or equivalent in business administration or related field preferred.
• Minimum of 5 years of administrative assistant experience supporting a Director level and a large department required.
• Proficiency in Microsoft Word, PowerPoint, Excel, and TEAMS required.
• Proficiency with Concur or other business travel software for business expense processing is required. Willing to learn other software applications.
• Must have excellent interpersonal skills and a preference for collaboration, including proven success working with others; ability to work with high profile individuals internally and externally.
• Must have professional demeanor with excellent work ethics with the ability to follow policies and procedures and look for continuous improvement.
• Must have excellent grammar and written communication skills.
• Must have the capacity to handle significant responsibilities with minimal supervision.

Sr. Administrative Assistant

SKILLS:

• Possesses organizational/prioritizing, attention to detail, communication, customer service, and analytical skills.
• Strong interpersonal skills and a preference for collaboration, including proven success working with others; ability to work with high-profile individuals internally and externally.
• Professional demeanor with excellent work ethic and the ability to follow policies and procedures and look for continuous improvement.
• Exceptional grammar and written communication skills.
• Capacity to handle significant responsibilities with minimal supervision.