Senior Administrative Assistant

Senior Administrative Assistant

Requirements

• Bachelor’s Degree or equivalent experience
• Minimum of 7 years experience providing administrative support to leaders
• Experience with expense reimbursement and travel booking systems, Concur a plus
• Experience with scheduling executive calendars using MS Outlook
• Proficient with programs and applications like Microsoft Office Suite products (Word, Excel, PowerPoint, Outlook, etc.)

Responsibilities

• Manage calendars of Chief Service Officer and Senior Vice President of Marketing
• Manage travel and booking expenses for Chief Service Officer, Senior Vice President of Marketing, and functional leaders of the Service team
• Support the functional Service and Marketing teams with administrative tasks
• Track and process POs, invoices, and contracts on time for the Service team
• Coordinate with company’s other administrative assistants to plan and execute cross-functional meetings
• Collaborate on special projects, such as PowerPoint presentations, spreadsheet compilation, document proofing, and meeting materials preparation
• Monitor, screen, and respond in a timely manner to all internal/external communications
• Plan and execute special events both onsite and offsite, such as meetings, trainings, and celebrations to ensure that all details are well-managed and events run smoothly
• Lead and oversee small event planning across the team and within the company
• Prepare all materials for team meetings and ad hoc team meetings, as requested
• Prepare communications in coordination with leaders and communication owners by collecting content from all stakeholders, running the review process and populating templates
• Prepare materials for regular Service and Marketing team meetings and ad hoc team meetings, including presentations, meeting notes, action item lists, etc.
• Provide backup support for other Sr. Administrative Assistants as requested

Preferred Qualifications

• Planning/organizing—an individual who prioritizes and plans work activities, uses time efficiently and develops realistic action and work plans
• Dependability—an individual who is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance
• Interpersonal Skills—an individual who maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things
• Written Communication—an individual who edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Oral communication—an individual who communicates positively in stressful or difficult situations
• Adaptability—an individual who adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events
• Problem solving—an individual who identifies and resolves problems in a timely manner and gathers and analyzes information skillfully
• Quality control—an individual who demonstrates accuracy and thoroughness and monitors own work to ensure quality
• Scheduling—an individual adept at managing multiple calendars in fast-paced, ever-changing environment
• Enthusiasm—an individual who is excited to work and collaborate in-person and thrives in a physical office environment