Sr Administrative Assistant

Description: The Sr Administrative Assistant responsibilities include but are not limited to organizing and managing complex schedule(s) for the Executive Director scheduling meetings and events, arranging any travel needs and preparing expense reports. Maintaining and ordering office supplies; provides support for departmental events. Provides support to the business office functions (e.g. typing, filing, correspondence, time and attendance, documentation and/or forms preparation, forms processing and record keeping, etc.).

The Sr Administrative Assistant maintains a variety of policy and procedural manuals, schedules meetings and appointments, manages calendars, conference logistics, and performs meeting management functions (e.g. prepares agendas, takes and distributes minutes, etc.). Typical Duties: Prepares, distributes, and maintains written communications (e.g. graphs, outlines, minutes, a variety of correspondence, reports, etc.) in support of effective internal and external project completion.

Manages daily calendars for the Executive Director, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes. Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings and conferences. Coordinates travel arrangements and create expense reports in a timely manner.

Demonstrates computer literacy and proficiency using Microsoft Office Suite (e.g. Word, Excel, PowerPoint, Access, Outlook, etc.) such that word processing, database, spreadsheet, and desktop publishing skills contribute to accomplishing management objectives. Maintains all correspondence and communications received assuring that information is timely disseminated on a need to know basis while keeping management informed of status and/or location of information.

Prepares and maintains a variety of policy, procedural, facility manuals, assigned committee minutes, and reports such that materials are current, readily retrievable, organized, and accurate in content. Compiles, transcribes, and distributes minutes of meetings. Prepares professional business communication documents including memos, letters and emails.

Interprets and presents oral and/or written data and communications in an effective manner to optimize the conduct of efficient management operations. Receives, screens, and routes telephonic, verbal, and written communication such that priority issues are promptly addressed and subordinate issues receive needed attention. Prepares and maintains departmental schedule with input from departmental leadership.

Monitors time and attendance for the entire department forwarding performance improvement feedback forms to appropriate leaders (e.g., Directors, Managers, etc.). Performs other related duties as assigned.