Senior Administrative Assistant

A position at White Cap isn't your ordinary job. You'll work in an exciting and diverse environment, meet interesting people, and have a variety of career opportunities.

The White Cap family is committed to Building Trust on Every Job. We do this by being deeply knowledgeable, fully capable, and always dependable, and our associates are the driving force behind this commitment.

Responsible for providing general administrative support by performing clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to stakeholders. Serves as a partner to understand and anticipate leaders' needs and priorities, ensuring high-quality administrative and operational support across the organization. Provides administrative support to leaders, managing schedules, communications, and key projects. Ensures smooth operations, handles confidential matters, and facilitates efficiency in achieving business goals.

Major Tasks, Responsibilities and Key Accountabilities

• Demonstrates collaboration, accountability, trust, and execution. Maintains a comprehensive understanding of department policies and procedures to effectively execute responsibilities.

• Reviews upcoming meetings to ensure leaders have necessary information for productivity. Distributes meeting materials timely to appropriate stakeholders. Launches and delivers scheduled meetings, including requesting agenda items, coordinating meals, and preparing necessary data in advance.

• Ensures expense reports are accurate and complete. Tracks and processes expenses, submits invoices, and handles reimbursements. Approves expense reports and purchase orders for executives' direct reports. Manages reconciliation of corporate credit card expenses, ensuring accuracy and timeliness.

• Plans and organizes travel, including flights, accommodations, itineraries, and transportation. Manages travel requests and approvals appropriately.

• Uses discretion and judgment to prioritize meetings and manage information flow to executives. Serves as the primary communication hub, managing incoming requests and information from administrative staff. Ensures smooth communication between admin teams.

• Collaborates with peers within the business and other functions to drive alignment and execution of priorities. Coordinates candidate interview process (e.g. scheduling, communication, etc.).

• Manages special projects or initiatives, ensuring deadlines are met and progress is tracked.

• Maintains highly confidential and specialized information, utilizing an in-depth understanding of organizational policies, procedures, and operations.

• Organizes and maintains files and records for accessibility and organization. Drafts, proofreads, and edits correspondence, reports, presentations, and other documents.

• Maintains and orders department office supplies. Processes invoices for payment.

Nature and Scope

• Problems are typically difficult and/or high impact. Troubleshoots complex support or operational problems for junior level associates.
  
• Under limited supervision, independently resolves issues and applies a variety of methods to develop customized solutions. May lead the daily operations of a department or team. Work typically involves infrequent review of output by a supervisor or direct customers of the process.
  
• Assists with supervisory duties but does not have hiring/firing authority. Trains, delegates tasks, and reviews the work of junior level associates.
  

Work Environment

• Located in a comfortable indoor area. Any unpleasant conditions would be infrequent and not objectionable.
  
• Most of the time is spent sitting in a comfortable position and there is frequent opportunity to move about. On rare occasions there may be a need to move or lift light articles.
  
• Typically requires overnight travel less than 10% of the time.
  

Education and Experience

• Technical certification or associate degree may be required in some areas. Generally, 7+ years of experience in area of responsibility.
  

Preferred Qualifications

• 5+ years related clerical/administrative experience.
  
• Customer service experience.
  

If you're looking to play a role in building America, consider one of our open opportunities. We can't wait to meet you.