Administrative Assistant, Senior

Job description

Job Description: Provides moderately complex and advanced administrative assistance to a Director, Sr. Director, or above. Applies knowledge of industry standards in various administrative areas, including policies, guidelines, and procedures. Leverages advanced proficiency in various types of software including Microsoft Office Suite (Outlook, Word, Excel, & PowerPoint) and shared file services (SharePoint, MS Teams, OneDrive, etc.) to provide effective and efficient support.  Exercises professional and ethical judgement as work is generally of a critical or confidential nature. Assignments may be of a diverse scope and related to various functional areas. •    Bachelor's degree.                                      OR Associate's degree and 2+ years of Administrative Assistant or related work experience.                                      OR High School Diploma or equivalent and 4+ years of Administrative Assistant or related work experience. Preferred Qualifications: •    1+ year of work experience in a role requiring interaction with senior leadership (e.g., Director level and above). •    1+ year of experience working in a global, matrixed organization. Principal Duties and Responsibilities: •    Provides moderately complex assistance and support to a Director, Sr. Director, or above. •    Guides team on departmental/company policies and procedures. •    Compiles information from one or more sources and prepares somewhat complex correspondences, reports, spreadsheets, and presentations with the appropriate syntax and grammar. •    Manages advanced calendar needs for multiple directors and above, including making recommendations to effectively prioritize their time and resources.  •    Proficiently completes various office tasks (e.g., iProc creation, using a Pcard, maintaining office files, supplies, and equipment, submitting expense reports and checking requests, arranging for shipping, maintaining vendor tracking and support, etc.). •    Coordinates advanced domestic and international travel (flights, hotel, rental cars, etc.) for a multiple travelers and trips with multiple connections and countries. This includes understanding of travel visas and documentation as well as expense reconciliation.  •    Answers, screens, routes and/or responds to internal (with exposure/requests from multiple directors and above) and external emails. •    Arranges and coordinates various complex types of meetings including luncheons, conferences, and team building events.  These events may include external customers and vendors.   •    Seeks creative ways to improve existing methods that increase administrative efficiencies; identifies ways to translate others’ ideas into solutions and procedures. Level of Responsibility:  •    Works independently with minimal supervision. •    Decision-making may affect work beyond immediate work group. •    Requires verbal and written communication skills to convey information. May require basic negotiation, influence, tact, etc. •    Has a moderate amount of influence over key organizational decisions (e.g., is consulted by senior leadership to make key decisions). •    Tasks require multiple steps which can be performed in various orders; some planning, problem-solving, and prioritization must occur to complete the tasks effectively.