Overview

Summary of Responsibilities:

The Sr. Administrative Assistant performs moderately complex administrative duties, reviews drafts and finished documents and edits for grammar usage and style. Prepares presentation materials; arranges meetings, conferences and premise / phone moves. Handles highly sensitive information. May coordinate department training and monitor security / database administration and compliance. Schedules travel accommodations, orders supplies and performs other duties. Serves as resource for basic company policies and procedures such as vacation and expense reimbursements. Requires strong administrative support skills and thorough knowledge of a variety of software programs.Mostly a front desk position. Answer multi- line phone at the front desk, greet visitors.

Essential Functions:

  • Support engagement and recognition activities across the broader department
  • Coordinate events working directly with Employee Experience teams at company level
  • Prepares reports and correspondence with guidance. – Provide telephone support including answering inquiries and routing calls.
  • Manages daily office functions including, but not limited to ordering office supplies, filing, maintaining data files including basic Excel spreadsheet work, preparing outgoing mail and correspondence, answering phones and taking messages.
  • Maintains calendars and appointment schedules as directed and coordinates all travel arrangements/reservations.
  • Interfaces with other administrative support to collaborate on daily work or assignments
  • Designs presentations.
  • Participates in staff meetings and assists with projects as requested.
  • Monitors phone, screens calls, takes messages, responds to inquiries and directs calls as appropriate.
  • Composes and edits routine to complex documents and stays current with all correspondence.
  • Schedules appointments, meetings, conferences and makes travel arrangements and coordinates department calendar.
  • May provide support as needed to other areas.

Other Functions:

  • Other duties as assigned.

Requirements:

  • Education –
    • Associate's Degree: in Business Administration or equivalent field.
    • or equivalent work experience
  • Experience –
    • 0-3 years Administrative support experience.
  • Skills & Abilities –
    • Excellent interpersonal, written and communication skills. Ability to recognize sensitive material and maintain the utmost discretion and diplomacy with a high degree of confidentiality
    • Polished executive assistant with professional maturity and previous corporate environment experience
    • Ability to recognize sensitive material and maintain the utmost discretion and diplomacy with a high degree of confidentiality
    • Ability to effectively interact with senior level management both internally and with external clients
    • Strong ability to multi-task, react and think quickly
    • Self-starter with strong sense of ownership and involvement
    • Ability to seek clarification or assistance when needed
    • Demonstrated knowledge in MS Office products, especially Outlook, PowerPoint, Excel and Word
    • Exceptional customer service skills
    • High level of attention to detail and demonstrated problem solving skills. Approaching tasks from a positive perspective and with openness to change
    • Requires professional demeanor at all times and must be flexible in a fast changing environment
  • Licenses & Certifications –
    • Secretarial certificate.

Competencies:

  • Customer Focus – Customer Satisfaction:
    • Foundational – Learning and Developing
      • Demonstrates the organization’s customer service standards
      •  

  • Collaboration – Teamwork:
    • Foundational – Learning and Developing
      • Works effectively in team settings
      • Shows appreciation for others' help and lends a hand when needed to complete shared tasks
      •  

  • Collaboration – Conflict Management:
    • Foundational – Learning and Developing
      • Demonstrates concern for treating people fairly and equitably
      •  

  • Influence – Two-way communication:
    • Foundational – Learning and Developing
      • Communicates clearly and precisely
      • Listens carefully and asks questions to clarify understanding
      •  

  • Customer Focus – Issue Ownership:
    • Foundational – Learning and Developing
      • Responds promptly to customer inquiries
      • Takes responsibility for issues and, with assistance, works to find a solution
      •  

  • Collaboration – Relationship Management:
    • Foundational – Learning and Developing
      • Builds effective working relationships with peers
      •  

Working Conditions:

  • Frequently: Minimal physical effort such as sitting, standing, and walking.
  • Occasional moving and lifting of equipment and furniture is required to support onsite and offsite meeting setup and teardown.
  • Physically capable of lifting up to fifty pounds, able to bend, kneel, climb ladders.

Employer’s Rights:

  • This job description does not list all the duties of the job.  You may be asked by your supervisors or managers to perform other duties.  You will be evaluated in part based upon your performance of the tasks listed in this job description.
  • The employer has the right to revise this job description at any time.  This job description is not a contract for employment, and either you or the employer may terminate employment at any time, for any reason.