Senior Administrative Assistant

Summary of Position:
 

The Senior Administrative Assistant is integral for managing the schedules and communications of key company executives, as well as maintaining office administrative and receptionist responsibilities. Their duties include greeting office visitors, office supply ordering, prioritizing executive emails and phone calls, gathering documents to prepare for meetings and coordinating travel arrangements.
 

Principal Duties and Responsibilities:
 

• Organize, prioritize, and execute large volumes of highly confidential and time-sensitive information.
• Answer and screen phone calls at front desk and take detailed messages.
• Meet and greet visitors as they enter and depart from office building.
• Set up and clean up for business meetings.
• Help visitors navigate through the office.
• Coordinate meetings, appointments, and business travel arrangements.
• Observe overall goals and execute appropriate details; maintain systems and processes to ensure execution of projects.
• Proactive management of calendars, schedules, and appointments by anticipating current priorities and areas of focus in order to prioritize and arrange future schedules.
• Type business letters, memorandums and other correspondence using Microsoft Office Software.
• Create and edit spreadsheets and presentations.
• Collect daily, monthly, weekly, and quarterly reports from business entities.
• Prioritize phone calls/emails, provide ongoing public relations and assist in resolving problems.
• Maintain accurate, organized, and efficient filing system.
• Prepare and process expense reports in a timely manner.
• Develop processes and efficiencies for routine office management, supply ordering, etc.
• Assign, collect and track all building access cards.
• Operate and trouble shoot standard office equipment.
• Handle company phone system – name and extension updates, greeting updates, etc.
• Coordinate all materials for meetings and manage all mailings.
• Order food and gifts as requested.
• Special projects or cross train as necessary.

Education and Experience Requirements:
 

• High School Diploma or equivalent required.
• Must have experience with administrative support in a corporate office environment.
• Professional appearance and demeanor.
• Advanced Microsoft applications experience (Outlook, Excel, PowerPoint, Word, Teams).
• Detail- oriented with the ability to manage multiple tasks with competing deadlines.
• Excellent organizational, interpersonal, quantitative, writing and communication skills.

Physical Requirements:
 

This is primarily a sedentary office position which requires the Senior Administrative Assistant to have the ability to operate computer equipment, speak, hear, bend, stoop, reach, lift, and move and carry up to 25 lbs. Finger dexterity is necessary.
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