Senior Administrative Assistant

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JOB FUNCTION / SUMMARY:

The Senior Administrative Assistant supports departmental operations with administrative and clerical tasks. This job is responsible for materials, scheduling, and coordinating meetings for special projects. The Senior Administrative Assistant addresses non-routine correspondence, manages confidential information, and interacts with both internal and external contacts at all levels. Independent judgement is essential to effectively prioritize and organize a diverse workload.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Provide high-level administrative support to management team members and departments, including calendar management, travel arrangements, and expense reporting. Prepare and edit correspondence, reports, presentations, and other documents with accuracy and attention to detail. Organize and maintain electronic and physical files, records, and databases to ensure easy retrieval and accessibility of information. Manage confidential and sensitive information with discretion and confidentiality, ensuring compliance with privacy and data security protocols.
• Serves as the liaison between other departments and external agencies, managing confidential information and explaining policies.
• Independently and collaboratively works on special projects, including planning and coordinating presentations, managing mailings, and creating distribution materials.
• May oversees workload distribution among administrative staff in the department.
• Assists with special projects, initiatives, and assignments as assigned.

SUPERVISORY RESPONSIBILITIES:

None.

MINIMUM REQUIRED EDUCATION, EXPERIENCE & KNOWLEDGE:

• Associate's or Bachelor's degree preferred
• 5 years of related experience performing administrative support functions with progressive responsibility
• Proficient in Microsoft Office products including Microsoft Word, Excel, PowerPoint, and Access
• Excellent communication and interpersonal skills
• Ability to handle confidential and sensitive information with discretion
• Experience in managing schedules, coordinating meetings, and handling office logistics
• Capability to work independently and make informed decisions

ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS:

• Ability to analyze information and solve problems
• Strong organizational and multi-tasking skills
• Perform tasks with care and precision, ensuring accuracy in documentation and data
• Proficiency in handling multiple tasks or projects at one time while maintaining quality and organization
• Ability to operate office equipment such as computers, phones, and copiers
• Ability to work under stress and meet deadlines
• Ability to lift/move/carry approximately 20 pounds if required to perform the essential job functions. If the employee is unable to lift/move/carry this weight and can be accommodated without causing the department/division an "undue hardship" then the employee must be accommodated; hence omitting lifting/moving/carrying as a physical requirement.

Equal Opportunity/Affirmative Action Employers. All qualified applicants will receive consideration for employment without regard to race, color, religious beliefs, national origin, ancestry, citizenship, sex, gender, sexual orientation, gender identity, marital status, age, physical or mental disability or history of disability, genetic information, status as a protected veteran, disabled veteran, or other protected characteristics as required by federal, state and local laws.