Senior Administrative Assistant

Role Summary

Supports executive-level operations by handling phones, managing calendars, and coordinating travel (domestic and international). Handles correspondence, expense reports, meeting planning, and document production. Prepares presentations, sets up teleconferences and devices as needed, and manages billing tasks and meeting materials. Works with high-level executives and maintains confidentiality.

Responsibilities

• Provides advanced administrative support to VP level or equivalent. May provide backup support to other staff as needed.
• Monitors and prioritizes executive’s email, highlights actions, and routinely authors responses.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and legal guidelines.
• Follows company purchasing and other established procedures.
• Uses intermediate to advanced software skills to perform assigned work. Uses and understands Microsoft Office Suite and other business-specific software, including Corporate Travel website and other programs.
• Coordinates new employee office setups and onboarding.
• Professionally interacts with high level executives.
• Consistently handles confidential or business-sensitive information.
• Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.
• Proactively identifies and resolves scheduling conflicts.

Qualifications

• Required: At least 3 years of administrative assistant-related experience providing support to VP level or above
• Required: High School diploma
• Required: Intermediate to advanced knowledge of Microsoft Office Suite, Outlook, and Adobe Acrobat
• Required: Experience working in a global company
• Preferred: Bachelor's Degree

Skills

• Self-starter able to function at a high level with general instruction
• Builds strong relationships with peers and cross-functional partners
• Team-oriented, with a can-do attitude and desire to contribute productively
• Learns quickly and can adapt to changing priorities
• Open to suggestions and innovation for improvement
• Professional demeanor and ability to maintain confidentiality
• Understanding of business processes and requirements

Education

• Bachelor's Degree