Sr. Administrative Assistant

Job Description

Job Description

JOB SUMMARY

The Sr. Administrative Assistant provides high-level administrative support primarily to the Director of Marketing. You manage complex calendars, organize travel, prepare documentation, and keep communication flowing smoothly.

You also keep detailed records of the Director's preferences and build standardized processes that deliver repeatable results. When the marketing team needs extra hands, such as running reports or scheduling travel, you step in. That additional support makes up no more than 15% of your time.

Primary Support to the Director of Marketing

• Calendar Optimization: Manage the Director's calendar, prioritize appointments, and resolve scheduling conflicts to make the most of their time.
• Meeting Preparation: Prepare agendas and briefing documents before meetings so every meeting runs efficiently. Update the scorecard and the team update presentation ahead of each staff meeting.
• Travel Management: Coordinate and book all business travel needs and provide detailed itineraries.
• Expense Tracking: Monitor and reconcile expense reports, and support vendor invoicing where needed.
• Documentation and Communication: Prepare professional correspondence (including emails), presentations, charts, reports, and workflows for effective leader communication.

Systems and Process Improvement

• Collaborate with the Director of Marketing to identify process gaps and help implement changes.
• Document and refine standardized processes within the role to achieve consistent, repeatable outcomes.
• Use AI to create new reports that give the marketing team clearer, faster insight.

Documentation and Accountability

• Track and document progress on assigned tasks, projects, and initiatives, and follow through to resolution using Monday.com.
• Maintain detailed records of the Director's preferences, including communication styles, meeting formats, travel accommodations, and other personalized requirements.
• Integrate those preferences into daily operations for more efficient, personalized support.

Calendar and Email Management

• Prioritize the Director's inbox and complete initial responses, flagging items that need the Director's attention.
• Schedule meetings for the Director of Marketing, coordinating with attendees and resolving conflicts.
• Screen and direct incoming invitations and correspondence, freeing the Director's time from minor details.
• Answer phones, manage email accounts, maintain filing systems, and perform other related administrative duties.

Additional Marketing and Other Department Support (No More Than 15% of Time)

• Run reports for members of the marketing department.
• Schedule travel for marketing team members.
• Provide other administrative support to the marketing department as needed.
• Serve as a backup for the company Executive Assistant for ordering lunches.
• Assist Director of Finance run reports, as needed, and update financial scorecard weekly

QUALIFICATIONS

• High school diploma required; bachelor's degree in business administration or a related field preferred.
• 3+ years of high-level administrative experience, including one or more years supporting a director-level or executive leader preferred.
• Solid knowledge of computer software (Microsoft Office and Teams, Outlook, etc.).
• Experience using NetSuite preferred.
• Strong verbal and written communication skills, and professional phone etiquette.
• Sound judgment, creativity, flexibility, and initiative in resolving issues.
• Strong ability to prioritize, handle multiple tasks, track and report the status of assignments, and solve problems with limited oversight.
• Demonstrated ability to manage many tasks at once and understand the subject matter of each.
• Demonstrated ability to build and maintain professional relationships, partner with colleagues, and achieve required business outcomes.
• Demonstrated ability to maintain strict confidentiality.
  

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift 15-20 pounds at a time.