Senior Administrative Assistant

Job Description

Position Summary

Provides executive level administrative support for an executive of the company (VPs and/or CVP). Assists in daily department operations including, but not limited to, performing administrative duties and ensuring that established organizational and departmental guidelines, procedures, and regulations are followed to maintain efficient office operations.

Essential Duties and Responsibilities
• Assists executive with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas; and compiling documents for meetings
• Coordinates travel arrangements for team members pertaining to meetings, trainings, and conferences; processes all travel expense reports accordingly
• Work on assigned projects with different teams within the region and in the US.
• Processes corporate credit card reconciliations and payment requests from finance and other departments
• Processes account payables and receivables for assigned department(s); processes vendor statements and departmental purchase requests; contacts vendors to resolve outstanding invoices; updates information for direct bill payments; follows-up with accounts payable to ensure that all department invoices are paid in a timely manner
• Assists in preparation and maintenance of the departmental budget based on area of assignment
• Answers phones and provides information as required; resolves any escalated issues; refers calls to appropriate department/staff members as needed
• Inputs data to standard office and department forms; makes simple postings to accounts; compiles data for various reports
• Types and edits a variety of correspondence, reports, and other material ensuring accuracy
• Scans and uploads correspondence, documents, etc. to the electronic filing system; follows-up on any items requiring a response from other departments as needed
• Maintains inventories and orders office supplies and materials
• May plan and execute special events as needed
• Performs other duties as assigned

Essential duties and responsibilities are those most important or most frequently performed duties. Employees will be required to perform other job-related duties as needed.

Supervisory Responsibilities
• None

Minimum Requirements
• Associates degree and two (2) years of progressive office experience as an administrative assistant; or four (4) years of advanced administrative support, including or supplemented by Business courses in high school or college; or a combination of experience and training.
• All degrees must be from a regionally accredited institution.
• Bilingual in English and Spanish.
• Excellent organizational and communications skills (both oral and written).
• Knowledge of PC applications (i.e. Microsoft Office, CONCUR) and solid computational skills.
• Strong interpersonal skills and the ability to effectively communicate with a wide range of individuals and constituencies in a diverse community.
• Ability to write business correspondence.
• Ability to respond to questions from management, colleagues, clients, customers, and the general public.
• Ability to read, analyze, and interpret common financial reports and legal documents.
• Ability to work in a multi-ethnic and multi-cultural environment.
• Ability to work a flexible schedule.

Desirable Requirements
• Bachelor's degree in a related field
• Previous experience in an assistant role
• Physical Requirements

Work involves exerting up to 20 pounds of force occasionally or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs may be defined as sedentary when walking and standing are required only occasionally and all other sedentary criteria are met.

Jobcode: Reference SBJ-gmw812-18-226-222-12-42 in your application.