Senior Administrative Assistant

As a Senior Administrative Assistant you are responsible for providing administrative and staff support to the facilities manager(s). Your responsibilities include administrative support to ensure efficient operation of the office. You will support managers and employees through a variety of tasks related to organization and communication. Ultimately, as the Senior Administrative Assistant you will ensure the efficient and smooth day-to-day office of operations.

As a Senior Administrative Assistant you are responsible for providing administrative and staff support to the facilities manager(s). Your responsibilities include administrative support to ensure efficient operation of the office. You will support managers and employees through a variety of tasks related to organization and communication. Ultimately, as the Senior Administrative Assistant you will ensure the efficient and smooth day-to-day office of operations.

In this role you will regularly assist in the preparation and control of records, statistics, and reports regarding operations, personnel changes, etc. You may assist in budget preparation and control activities. You will act as an administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities and operations. Some assigned duties may be complex in nature and may involve access to confidential information;

duties may also include normal secretarial activities such as typing, scheduling appointments, maintaining supervisor’s calendar, screening calls, etc.

This role requires in-person or onsite work 5 days per week at our Ft. Lauderdale, FL location.

• Assist in daily business of managers which includes general office work, answering phones, word processing, sorting and distributing mail. Provide administrative support for management staff groups such as, Operations, Quality, Shipping & Receiving, Engineering, Supply Chain, Human Resources, and Facilities, etc.
• Perform a variety of administrative duties for managers and staff.
• Coordinate the efficient operation of the office by maintaining confidential and general files, ordering supplies, maintaining manuals, and performing all other relevant duties for each executive officer.
• Research, prepare and edit reports and presentations.
• Schedule and coordinate meetings, appointments and travel.
• Assure that all assigned projects are completed in a timely and efficient manner and follow-up is done on all administrative details.
• Handle multiple projects/assignments and delivers results that are timely and accurate.
• Organize work using tools such as MS Excel, Word or Powerpoint.
• Prepare reports for management staff. May analyze data and highlights anomalies and discrepancies.
• Ensure company communication is posted on bulletin boards or employee monitors.
• Ensure building contracts and service agreements are up to date and working effectively.
• May oversee and ensure office and building services are in place such as cleaning, landscaping, machine and equipment calibration.
• Make travel arrangements for managers and traveling employees.
• Make meeting arrangements including setting up rooms/venues, ordering supplies, and meals/food for breakfast, breaks, and lunches.
• Prepares meeting material for conferences and groups.
• Coordinate employee engagement activities such as picnics/BBQ’s, lunches, Ice-Cream socials, Thanksgiving or/and Christmas events.
• Keep organization of office, order and maintain office and other supplies.
  
  May help departments listed above in providing administrative or clerical support such as helping Supply Chain count parts, separate and bag sets of parts, enter data, and…