Senior Administrative Assistant

Job Summary

Under limited supervision, performs advanced and diversified administrative duties for the head (typically a Division VP or Director) of a large organization unit. Assists in the development and maintenance of records, statistics, and reports; coordinates data and distributes information to the staff. Handles confidential matters and performs support functions that require broad and comprehensive experience, skill and knowledge of company policy and procedures.

May utilize the assistance of lower‑level administrative assistants. Structures and organizes activities of the head of the unit to facilitate efficient operation of the department. Maintains excellent relationships with others.

• Structures, organizes and expedites the activities and workload of the head of the unit’s office. Prioritizes schedules, maintains calendar and develops a system of follow‑up for projects, meetings and issues to assure the head of the unit’s office operates efficiently and effectively. Arranges and coordinates details for meetings, conferences, and special events.
• Screens correspondence. Prioritizes mail and responds to correspondence as appropriate. Refers more complex and/or urgent correspondence to the head of the unit, gathers any additional information needed to respond. May compose and initiate routine correspondence. Represents the head of the unit professionally and effectively when dealing with internal and external contacts.
• Screens and prioritizes telephone calls and redirects to individuals who can quickly and efficiently respond. Calls that can only be handled by the head of the unit are referred to him/her. As appropriate, responds and resolves issues and answers questions within understood policies and procedures.
• Prepares reports, presentations, documents, etc. on general instructions. Maintains relevant databases and related records. Reviews presentation materials to ensure that the head of the organization unit can effectively deliver the presentation to the intended audience. Distributes information and materials to staff as required.
• 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/or coordinates the head of the unit’s instructions with various individuals or departments. Furnishes and obtains information from other executives or outside representatives. Handles confidential and/or sensitive information with high discretion. Obtains and furnishes information on behalf of the head of the unit.
• May manage various administrative projects. Participates in gathering research and generates reports as needed. Notifies project participants on timelines and completion dates.
• Makes necessary travel arrangements, including ground transportation and hotel accommodations. Prepares travel itineraries for the head of the unit and his/her direct reports.
• May provide administrative support for multiple managers, either on a full‑time or as needed basis.
• May delegate work to less experienced administrative staff. May coach and mentor these individuals. Provides input on performance evaluation.

• 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 calendar 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 Explorer skills (sending, receiving, and organizing communications).
• Intermediate level skill in Microsoft Excel (e.g., using SUM function, setting borders, adjusting column width, inserting charts, text wrap, sorting, setting headers and footers, print scaling).
• Intermediate level skill in Microsoft PowerPoint (e.g., applying theme, formatting character spacing, inserting picture, changing slide layout and theme colors, adding transitions, custom slide numbers, chart style and formatting).
• Intermediate level 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, depending on oneself to complete objectives and determining when escalation of issues is necessary.

• 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: $25.6 - $37.74 / Hourly