Administrative Assistant - Senior

Administrative Assistant (Hybrid)

Location: Marlborough, MA, 01752

Duration: 3+ months (temp to perm)

Pay Rate: $24/hr - $34.50/hr on W2

Shift: 3 days a week, fully remote; remaining 2 days in office Tues and Wed/Thurs

Description

Ability to manage multiple calendars, reporting and expense management

Looking for candidates from large companies/organizations

Biggest skillset is looking for problem solving abilities. Flexibility is needed.

Competency with Excel and speed of work

This position is hybrid in office and requires office days that align with the team. This individual provides advanced administrative support requiring a broad and comprehensive knowledge of company policies, procedures, and practices. Independently ensures office systems and divisional procedures, policies and practices are administered effectively. Interfaces with a variety of internal and external Associates and customers who work on a variety of issues which require tact, diplomacy and confidentiality.

• Schedules and maintains multiple Executive calendars in regards to appointments and meetings
• Coordinates travel itineraries and process expenses
• Responds to questions, requests, and research information. Interfaces with a variety of customers on issues which are complex or of a confidential nature
• Collaboration across cross-function departments or divisions to resolve issues
• Analyses operating practices and creates/revises systems and procedures as necessary
• Organizes and maintains files, record keeping systems, and office layout
• Oversees and monitors administrative projects. Performs other duties as required or directed
• Organizes meetings (Catering, Booking Rooms, Follow up, etc.)
• Manage and administer department payroll and timekeeping
• Back-up Support to other Admins
• Manages and administers various documents and spreadsheets
• Acts as Proxy for certain systems as needed
• Support meetings, training and conferences with prep and logistics needs
• Plans and participates in department initiatives such as department summits, all hands meetings, leadership offsites, and team building events
• Communicates pertinent information among appropriate departments

Who We Are Looking For (Requirements)

10 plus years Administrative experience in a corporate setting

Capable and experienced in capturing meeting minutes and note taking real-time for post-meeting distribution

Ability to manage multiple Executive calendars

Superior organizational and administrative skills and the ability to multitask and maintain strong attention to detail in a fast-paced environment

Strong Microsoft Office experience required, specifically PowerPoint, Excel, Outlook, and Word

Excellent communication manner, solid written and verbal communication skills and be customer service oriented

Able to effectively manage confidential and sensitive information

Must thrive in a very busy atmosphere

Proven success of juggling many things at one time and ability to shift gears and prioritize

Willingness to learn, take direction well and be a team player

Ability to focus and get the job done while avoiding distractions

Former experience scheduling meetings, managing multiple calendars, arranging travel schedules and processing expenses critical

Strong ability to build relationships and collaborate with team members and other admins

Great at being resourceful and leveraging relationships to problem solve

Preference

Oracle (expense version) and Workday experience