Senior Administrative Assistant

The Senior Administrative Assistant/ Front Desk Receptionist is a dual-role position responsible for providing high - level administrative support to executives while also serving as the first point of contact for visitors and callers at the front desk. This position supports the operational efficiency of a department or business unit, while independently managing a broad range of administrative processes, coordinating activities across teams, and serving as a key point of contact for internal and external stakeholders. The role requires advanced organizational and technical skills, sound judgement, and a proactive approach to problem-solving within the scope of business operations. This role will be located in Westlake, TX.

Key Responsibilities:

• Front Desk/Reception Responsibilities:
• Greet and assist visitors in a professional, welcoming manner.
• Answer and direct incoming phone calls using a multi-line phone system.
• Manage incoming and outgoing mail and deliveries.
• Maintain the cleanliness and organization of the front desk and lobby area.
• Monitor visitor access and issue visitor badges in accordance with security procedures.
• Manage meeting room bookings and coordinate office supplies and maintenance requests.
• Serve as a point of contact for general inquiries.
• Ordering and stocking supplies
• Administrative Coordination:
• Organize and coordinate department-wide meetings, events, and training sessions, including scheduling, logistics, and materials preparation.
• Serve as primary contact for general departmental inquiries and act as liaison with other business units and external vendors.
• Support onboarding and offboarding processes for departmental staff, including coordination with IT and HR.
• Document and Data Management:
• Prepare, edit, and format a variety of documents and reports.
• Maintain accurate records, manage shared drives, and ensure compliance with data privacy and retention policies.
• Track departmental budgets, process invoices, and reconcile expense reports.
• Process Improvement:
• Identify, recommend, and implement improvements to administrative processes, workflows, and systems to enhance efficiency.
• Project Support:
• Assist with the coordination and execution of departmental projects, including tracking deliverables and communicating timelines.
• Gather, compile, and analyze data for routine and ad hoc reporting needs.
• Team Support:
• Provide scheduling, travel support, and general administrative assistance support to 2 or more executive positions.
• Coordinate supply orders, equipment requests, and facility maintenance as needed.
• Compliance:
• Ensure administrative practices are in line with company policies, industry best practices, and regulatory requirements.

Qualifications:

• Associate's or Bachelor's degree preferred; equivalent relevant experience considered.
• 4-6 years of progressively responsible administrative experience

Skill and abilities:

• Technical Skills:
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and collaboration tools (e.g., Teams, SharePoint).
• Experience with document management and basic financial tracking systems.
• Core Competencies:
• Strong organizational and prioritization skills.
• High attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Discretion and demonstrated ability to handle confidential information.
• Proactive, adaptable, and solutions-oriented mindset.
• Ability to work independently and collaboratively within cross-functional teams.
• Customer service focus and ability to build strong working relationships.

#LI-HA1 Here Are Some of the Great Benefits We Offer:

• Most locations offer a 9/80 schedule, providing every other Friday off
• Competitive compensation & 401(k) program to plan for your future
• Robust medical, dental, vision, & disability coverage with qualified wellness discounts
• Basic Life Insurance and Additional Life & AD&D Insurances are available
• Flexible Vacation & PTO
• Paid Parental Leave
• Generous Employee Referral Program
• Voluntary Benefits Available: Longer Term Care, Legal, Identity Theft, Pet Insurance, and more
• Voluntary Tricare Supplement available for military retirees

This job description does not list all the duties of the job. You may be asked by your supervisors or managers to perform other duties. The employer has the right to revise this job description at any time. The job description is not an employment contract. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. Elbit America is an equal opportunity employer as to all protected groups, including protected veterans and individuals with disabilities.

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