Senior Administrative Assistant

JOB SUMMARY 

Performs administrative functions in support of achieving the department's objectives. Supports the Global Officer, Talent Management & Organizational Capability and their direct leaders within the department by conducting work that is generally administrative or project oriented. Develops alternatives and determines solutions for assignments, including those that may be unique and non-recurring. Makes decisions that may have a measurable impact on the department/division. Often the incumbent will be responsible for interpreting internal policies and procedures and will be seen as a resource to others. Handles confidential and sensitive material. 

CANDIDATE PROFILE  

Education and Experience  

• High school diploma or GED; 4 years’ experience as an administrative assistant or related professional area. 

OR 

• 2-year degree from an accredited university in Business Administration, Human Resources, or related major; 2 years’ experience as an administrative assistant or related professional area. 

Other Required Skills 

• Knowledge of a full range of administrative processes typically gained through extensive years of experience. 

• Knowledge of advanced functions of a word processing package and may require a working knowledge of other business software packages, including spreadsheet and graphics packages. 

CORE WORK ACTIVITIES   

Administrative 

• Answers department inquiries, both routine and those requiring research and follow-up; directs to the appropriate person or ensures follow-up. Develops alternative methods to handle requests and address ambiguous issues. Routinely responds back directly to the caller after performing research or follow-up. 

• Composes all types of correspondence or documents, many times on behalf of the supervisor. Correspondence may be directed toward outside owners, customers or senior level executives. Typically drafts correspondence under own signature. 

• Identifies areas where new administrative policies and procedures may be necessary within a department. Initiates the project to develop the new policy or procedure. 

• Researches questions and problems regarding departmental or administrative policies, procedures, information or services, including questions, which are complex in nature. Gathers data from multiple sources and analyzes information as appropriate. 

• Reconciles departmental expense accounts as reflected on the distribution summary or operating statement; identifies discrepancies and prepares variance analyses to explain comparisons to last year's results or the current year budget. May assist in the development and forecasting of budget items.  

• Schedules appointments and meetings or makes travel arrangements for department personnel, evaluating alternatives and making decisions regarding pricing and logistical issues. 

• Processes data through an automated administrative system, such as expense reports, accounts payable, payroll and personnel data. Performs research and follow-up necessary to solve problems encountered. 

• Performs data entry into a mainframe application and develops databases or spreadsheets as necessary. 

• Presents information to a group. 

• Sets priorities and establishes procedures for completing responsibilities.  

• Delegate portions of work to others when appropriate.  

• Resolves and determines the urgency level of conflicting priorities. Prioritizes some aspects of the work for the supervisor, such as identifying critical items and ascertaining which items are to be delegated to subordinate managers, handled by the supervisor or handled by incumbent.