Sr Administrative Assistant

Sr Administrative Assistant

The Senior Administrative Assistant provides day-to-day administrative and operational support to ensure efficient local office operations, with a critical focus on timely handling of financial items received through incoming mail. This role supports payroll, check, invoice, and Accounts Payable processes by ensuring financial materials are identified, processed, routed, and escalated appropriately to prevent aging, service interruptions, control issues, and delays in business operations.

Key Responsibilities:

• Process financial items received through incoming local mail in a timely and controlled manner, including payroll-related items, incoming checks, invoices, tax materials, deductions, and Accounts Payable documentation.
• Ensure items are organized, tracked, routed, and actioned by the appropriate responsible departments to prevent aging, missed payments, service interruptions, and control issues.
• Support local Accounts Payable and payroll-related check processes, including tax and payroll payments, by ensuring timely processing, accurate routing, and delivery in accordance with current processes, policies, and internal control expectations.
• Maintain responsibility for check stock in the headquarters building and serve as the local Global Delivery Services contact for check-related processes, including check printing, check deposits, invoice-related support, and timely escalation of issues that could create payment delays, aging items, service interruptions, or control concerns.
• Manage calendars, schedule meetings, and coordinate appointments
• Handle email correspondence, phone calls, and internal communications
• Prepare reports, presentations, and documents
• Maintain filing systems (digital and physical)
• Effectively manage executive-level travel plans, including complex domestic and international travel arrangements, itineraries, accommodations, transportation, visa or documentation coordination when applicable, and timely expense reporting.
• Support meeting logistics, including agendas, minutes, and follow-ups
• Assist with onboarding, team events, and general office coordination
• Track and order office supplies and manage vendor interactions

Qualifications:

• High school diploma required; associate or bachelor's degree preferred
• Highly organized, detail-oriented, and able to work with a strong sense of urgency when handling time-sensitive financial and operational materials.
• Demonstrated judgment to recognize when financial items require escalation and to raise issues promptly to prevent processing delays, aging items, control gaps, or business disruption.
• Minimum of 2 years of experience in financial services, finance operations, Accounts Payable, payroll, banking, or similar financial processing environment.
• Strong organizational and time management skills
• Excellent written and verbal communication skills, including the ability to communicate status, risks, and follow-up needs clearly and professionally.
• Ability to handle confidential information with discretion
• Experience coordinating executive-level travel, including international travel, with strong attention to timing, accuracy, documentation, and traveler support needs.
• Experience supporting senior leaders
• Familiarity with HR or corporate environments
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)

The Hershey Company is an Equal Opportunity Employer. The policy of The Hershey Company is to extend opportunities to qualified applicants and employees on an equal basis regardless of an individual's race, color, gender, age, national origin, religion, citizenship status, marital status, sexual orientation, gender identity, transgender status, physical or mental disability, protected veteran status, genetic information, pregnancy, or any other categories protected by applicable federal, state or local laws. The Hershey Company is an Equal Opportunity Employer - Minority/Female/Disabled/Protected Veterans.