Senior Administrative Assistant

About the Role:

The Senior Administrative Assistant plays a pivotal role in ensuring the smooth and efficient operation of the office environment by providing high-level administrative support to the Chief Operating Officer (COO). This position requires managing complex schedules, coordinating meetings, and handling confidential information with discretion and professionalism. The Senior Administrative Assistant acts as a key liaison between internal departments and external stakeholders, facilitating clear communication and timely follow-up on critical tasks. By anticipating the needs of leadership and proactively addressing potential challenges, this role contributes significantly to organizational productivity and effectiveness. Ultimately, the Senior Administrative Assistant supports the achievement of business objectives by maintaining an organized, responsive, and well-coordinated administrative function.

Minimum Qualifications:

• High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.


• Minimum of 3 years of experience in an administrative support role, preferably supporting senior-level management.


• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).


• Strong organizational skills with the ability to manage multiple priorities and deadlines.


• Excellent written and verbal communication skills.

Preferred Qualifications:

• Experience working in a fast-paced office environment.


• Familiarity with project management tools and software.


• Advanced proficiency in Microsoft Excel and PowerPoint.


• Knowledge of basic accounting or budgeting principles.


• Certification in administrative support or office management (e.g., CAP, CMA).

Responsibilities:

• Manage and maintain executives’ calendars, including scheduling meetings, appointments, and travel arrangements.


• Prepare, review, and distribute correspondence, reports, and presentations with a high degree of accuracy and professionalism.


• Coordinate and support internal and external meetings, including logistics, materials preparation, and follow-up communications.


• Serve as a primary point of contact for internal teams and external partners, ensuring timely and effective communication.


• Handle confidential and sensitive information with discretion and maintain strict confidentiality at all times.


• Assist in the preparation and monitoring of budgets, expense reports, and procurement processes.


• Support special projects and initiatives as assigned, demonstrating flexibility and problem-solving skills.


• Maintain organized filing systems, both electronic and physical, to ensure easy retrieval of information.

Skills:

The Senior Administrative Assistant utilizes strong organizational and time management skills daily to coordinate complex schedules and ensure deadlines are met efficiently. Effective communication skills are essential for drafting professional correspondence, facilitating meetings, and acting as a liaison between executives and other stakeholders. Proficiency with Microsoft Office tools enables the creation of polished reports, presentations, and data tracking documents that support decision-making processes. Discretion and confidentiality are critical when handling sensitive information, requiring a high level of professionalism and trustworthiness. Additionally, problem-solving and adaptability skills are frequently applied to manage unexpected challenges and support special projects, contributing to the overall success of the administrative function.