Senior Administrative Assistant (Oracle & Finance)

Job Overview

We are seeking an experienced Senior Administrative Assistant to provide high-level administrative and executive support to senior management. This role requires strong organizational skills, exceptional attention to detail, and extensive experience with executive scheduling, travel coordination, expense management, purchasing, and confidential personnel documentation.

The ideal candidate will have 10 years of executive administrative experience, advanced Microsoft Office skills, and thorough knowledge of Oracle purchasing and financial systems, including Vista Plus. The ability to manage competing priorities independently while maintaining professionalism and confidentiality is essential.

Key Responsibilities

Executive & Administrative Support

• Manage executive calendars, schedule appointments, and coordinate meetings, events, and business activities.
• Arrange domestic and international travel, including flights, hotels, rental vehicles, passports, and visas.
• Prepare meeting agendas, coordinate visitor arrangements, and manage incoming correspondence.
• Handle phone coverage, office supplies, mail, records, and general administrative operations.
• Coordinate office space planning, moves, and employee relocations.
• Maintain organized office records and confidential personnel files.
• Communicate professionally with internal stakeholders, senior executives, customers, and external business contacts.

Purchasing, Expenses & Financial Administration

• Process purchase orders, requisitions, and ACEs through established company systems.
• Set up and maintain vendor information in Oracle.
• Review expense reports and purchasing card transactions for accuracy and compliance with company policies.
• Prepare monthly expense reports and assist with budget preparation and expense analysis.
• Track and reconcile monthly expenses using Vista Plus and the Oracle General Ledger (GL) system.
• Support purchasing and accounting activities in accordance with company procedures.

Personnel & Confidential Documentation

• Process sensitive employee documentation, including employee requisitions, salary increase forms, relocation paperwork, and termination documents.
• Maintain strict confidentiality when handling personnel, financial, and business information.
• Exercise sound judgment and discretion when managing routine administrative decisions.

Safety & Operational Support

• Promote workplace safety and support the implementation of safety requirements.
• Schedule and attend monthly safety meetings.
• Maintain good housekeeping standards and encourage compliance with safety procedures.
• Drive assigned projects through completion while balancing multiple deadlines and priorities.

Required Qualifications

• High school diploma or equivalent.
• 10 years of executive administrative experience supporting senior managers or executives.
• Thorough working knowledge of Oracle purchasing functions and Vista Plus.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Strong written and verbal communication skills.
• Excellent organizational skills, attention to detail, and accuracy.
• Ability to manage multiple assignments, prioritize workloads, and meet deadlines independently.
• Professional demeanor and the ability to interact confidently with executive-level stakeholders.
• Demonstrated discretion, integrity, and experience handling confidential information.
• Ability to type at least 60 words per minute; shorthand skills as required.
• Knowledge of business operations, purchasing and accounting processes, organizational policies, and administrative procedures.
• Ability to collaborate effectively in a team environment while exercising independent judgment.

Preferred Qualifications

• Bachelor's degree.
• Experience with corporate purchasing, expense management, budgeting, and financial reporting systems.
• Previous experience coordinating domestic and international executive travel.

Ideal Candidate Profile

The ideal candidate is a highly organized executive administrative professional with extensive senior-management support experience and strong Oracle purchasing and financial systems knowledge. This individual should be comfortable handling confidential documentation, coordinating complex travel arrangements, managing expenses, and working independently in a fast-paced corporate environment.

Interested candidates with strong executive support and Oracle experience are encouraged to apply.