Senior Administrative Assistant

Job Description

Job Description

Senior Administrative Assistant

This position reports to the President and is responsible supporting a team of professional executive staff members. They will provide a high level of accuracy, professionalism, and organization. This position requires strong written and verbal communication skills, the ability to complete work within deadlines, and a high level of confidentiality.

 

ROLE RESPONSIBILITIES

• Manage executives' calendars and set up meetings
• Make travel and accommodation arrangements
• Format information for internal and external communication – drafting letters, memos, emails, presentations and documents; collecting and analyzing information and initiating communications
• Arrange meetings including agendas, room preparation, assembling and distributing data and information and meeting follow up, including travel arrangements if necessary.
• Assists with the preparation of quarterly board meetings, maintains board files, attends board committee meetings as requested, and prepares draft minutes.
• Type and proofread policy & procedure documents. Assist in the organization of the company policy manual.
• Prepare various documents and monthly reports.
• Screens and handles routine incoming mail and phone calls to facilitate timely resolution.
• Processes invoices and submits expenses for executive(s).
• Researches, prioritizes, and follows up on matters in a timely manner.
• Other duties and projects, as assigned by management.

 

COMPETENCIES

Communication Skills

• Demonstrated ability to effectively interact with senior executives as well as diverse groups of people from inside and outside the company.
• Use professional verbal, written and interpersonal communication skills.
• Communicate effectively and interact professionally with others, including other associates and third parties.
• Follow company policies for electronic communications and internet use.

 

Computer/Technical/Subject Matter Expertise

• Basic Understanding of Trust Accounting Software and Customer Relationship Management system.
• Display proficiency using standard office equipment such as computer, fax, photocopier, scanner and telephone.
• Proficiency using Office Suite of applications. Advanced proficiency in Microsoft Word.
• Able to understand and follow company policies regarding information security including password, multi-factor authentication, and remote access use.

 

Organization

• Good time-management skills.
• Balance competing priorities to manage workflow, ensure completion of essential projects and meet critical deadlines.
• Strong analytical skills with high attention to detail and accuracy.

 

Judgment

• Maintains confidentiality of customer data and sensitive information.
• Understands Company's overall strategy and guiding principals

• Work proactively to quickly identify and escalate issues and concerns.
• Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively support group goals.
• Able to identify common attempts at information security scams, like email phishing.

 

ROLE QUALIFICATIONS

• High school diploma or GED equivalent.
• Minimum of 3 years' experience as an Administrative Assistant. Experience in financial services is helpful but not required.
• Ability to multi-task, establish priorities and work independently.
• Excellent organizational and communication skills.
• Attention to detail and accuracy.
• Courteous and positive attitude.
• Strong sense of confidentiality and ability to exercise sound judgment.
• Strong working knowledge of technology and Microsoft Office Suite.
• Advanced proficiency in Microsoft Word
• Strong word-processing, organizational and communication skills.
• Professional appearance.