Sr Administrative Assistant

This Senior Administrative Assistant will provide dedicated support to Fairview Marketing and Communication leaders and interact daily with team members, partners and stakeholders. This individual plays a key role in ensuring the efficient operation of the teams, supporting organizational initiatives, and representing the department with professionalism and discretion. This role is ideal for a proactive, detail-oriented individual who thrives in a fast-paced, mission-driven environment.

Essential Functions:
Provides coordination of written and verbal communication to support day to day operations including greeting
and directing visitors, answering and managing telephone calls, developing presentations and reports, and
making copies.
Prepares agendas, notices, meeting materials, minutes and resolutions as well as provides support for AV,
catering needs, and travel arrangements for meetings.
Schedules and coordinates meetings, appointments, and manages calendars for department staff including
managers, directors, etc.
Develops and implements office procedures to maintain systems and records, including preparing invoice for
payments, locating and ordering repair/service requires, order supplies, and maintaining equipment.
Assist other staff as needed to ensure no gaps in service to leadership team.

Additional Job Requirements:

• Executive and Team Support: Managing calendars, coordinating meetings, and submitting business expenses for department leaders. This role will provide essential leadership and administrative support to ensure effective time management and workflow.

• System-Wide Inbox Management: Monitoring, triaging, and responding to inquiries in shared organizational email inboxes, ensuring timely and appropriate responses and follow-up.

• Support Internal Communications Efforts: Assist with updates to newsletters, intranet and SharePoint postings and special announcements.

• Cross-Functional Liaison: Serving as the primary administrative point of contact between the Communications and Marketing teams and internal service departments such as IT, the Employee Service Center, Facilities, and others, to ensure seamless issue resolution and service coordination.

• Vendor Invoice Oversight: Coordinating and tracking vendor invoicing, including submitting, monitoring, and resolving issues related to payments in partnership with Finance and Procurement teams.

• Organize Departmental Meetings and Events: Planning and executing internal events for the Marketing and Communications teams, such as team meetings, retreats, and recognition activities.

• Transcription Services: Providing accurate and timely transcription of meeting notes, recordings, and other verbal communications as needed.

• Special Project Support: Provide support in for Marketing and Communication related events, including organization of attendees/volunteers, ticket distribution, and acting as key liaison for internal and external partners

Additional Qualifications:  

Required:

• Strong organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment
• Ability to work independently and collaboratively within a team environment
• Exceptional written and verbal communication skills, with a high attention to detail
• Ability to maintain confidential information
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with project management and collaboration tools (e.g., Teams, SharePoint, Asana) is a plus

Preferred:

• Minimum 5 years of administrative experience, with at least 2 years supporting director-level or higher leaders
• Experience supporting marketing, public relations, communications, government relations or community advancement teams
• Experience with event coordination
• Notary

Fairview offers a generous benefit package including but not limited to medical, dental, vision plans, life insurance, short-term and long-term disability insurance, PTO and Sick and Safe Time, tuition reimbursement, retirement, early access to earned wages, and more! Please follow this link for additional information: https://www..fairview.org/careers/benefits/noncontract

An individual's pay rate within the posted range may be determined by various factors, including skills, knowledge, relevant education, experience, and market conditions. Additionally, our organization prioritizes pay equity and considers internal team equity when making any offer. Hiring at the maximum of the range is not typical.

Salary : $24 - $33