The Senior Administrative Assistant will primarily focus on providing support to the Vice President and three other senior team members. With excellent customer service skills, the Senior Administrative Assistant will manage a complex and always changing calendar. The successful Senior Administrative Assistant will work with other department managers to arrange cross functional meetings and presentations. Additional responsibilities for the Senior Administrative Assistant include the following:
Responsibilities Include:
Greet and assist visitors, ensuring a positive and professional experience.
Answers telephone, screens calls, transfers callers to voice mail or takes messages to facilitate communications and contact with the appropriate team member.
General clerical duties including photocopying, faxing, filing, mailing and arranging courier services.
Ensures daily mail pickup and delivery.
Maintains database of key clients and contacts and helps establish and maintain professional relationships through exemplary customer service.
Creates and maintains files, resources, schedules and databases as requested.
Ensures internal and external communications are properly distributed.
Researches and provides information upon request by using known resources such as the Internet, and written documentation for projects and special assignments.
Ensures meetings are properly scheduled, resourced and the facilities prepared in advance when required to support the team's meeting requests.
Responsible TV content management, AV setup and troubleshooting issues with IT.
Organizes catering services upon request.
Assists with coordinating transportation upon request.
Assist in the planning and executing of company events.
Responsible for ensuring common areas are clean and well stocked. This includes conference rooms, supply rooms, copy rooms, breakout rooms, the main lobby area, etc. Includes running the dishwasher nightly and cleaning out the refrigerator monthly or more often if needed.
Maintains all supply inventory including but not limited to, office supplies such as paper and printer ink, medical cabinet supplies, food & beverages, etc., by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Manage procurement of furniture through purchase orders and managing placement of office furniture.
Manage company ergonomic needs and provide training to employees, as needed.
Work with Risk Manager and HR to communicate safety and emergency policies and procedures.
Orchestrate office moves.
Assist in the onboarding process for new employees, including workspace setup and orientation.
Manage administration duties including ordering of building access cards, keys, business cards, new hire gifts, and other duties assigned by supervisors.
Performs the Office Fire Warden's role and responsibilities.
Generate maintenance work orders in the work order management system. Ensure office repairs and work orders are entered and completed timely.
Facilitate the creation, execution, and placement of building standard common area signage
Work collaboratively with other departments to support cross-functional initiatives.
Adheres to all company policies and procedures.
Completes special projects as required by Operations team and /or supervisor.
Position Requirements
5 - 10 years of previous Senior Administrative Assistant experience supporting senior managers!
Highly proficient in Microsoft Word, Excel, and Outlook.
Professional, reliable, flexible and have a positive, can-do attitude.
Excellent attention to detail with the ability to prioritize.
Ability to communicate well in both written and verbal communication forms.
Education
Bachelor's degree preferred or similar work experience