Sr. Administrative Assistant

Job Description

Job Description

We are looking for an experienced Sr. Administrative Assistant to support leadership and operational teams in a fast-paced non-profit environment in California. This Long-term Contract position requires a highly organized, detail-oriented individual who can manage executive coordination, maintain confidential records, and keep critical activities on track. The ideal candidate will bring strong administrative judgment, excellent communication skills, and the ability to handle multiple priorities with accuracy.

Responsibilities:
• Serve as a key point of coordination between leadership and internal teams, helping ensure clear communication and strong working relationships across departments.
• Manage calendars, scheduling needs, and shifting priorities for leadership while tracking upcoming deadlines, meetings, and commitments.
• Organize leadership and operations meetings by preparing agendas and materials, arranging meeting space, coordinating attendees, and supporting presentation needs.
• Record meeting notes, document follow-up items, and help drive completion of action steps after discussions and planning sessions.
• Arrange travel, conference registration, lodging, and related expense documentation for leadership and contracted personnel.
• Create, update, and safeguard electronic files, reports, correspondence, and other business documents using Microsoft Office and related tools.
• Provide administrative support for events and departmental activities, including presentation materials, attendance tracking, meeting packets, and external speaker coordination.
• Submit service requests for office equipment, technical support, and facility maintenance issues to ensure timely resolution of operational needs.
• Maintain organized records, support compliance tracking for required staff education, and carry out assigned projects in alignment with organizational policies and safety standards.• 3+ years of administrative support experience, preferably in a senior-level or leadership-facing role.
• Proven ability to manage complex calendars, coordinate meetings, and support multiple priorities under tight deadlines.
• Experience booking travel arrangements, processing expense-related documentation, and assisting with conference or event logistics.
• Strong proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Ability to prepare accurate, well-organized documents, reports, presentations, and correspondence with attention to detail.
• Comfortable handling confidential information with discretion and sound judgment.
• Effective communication and follow-through skills with the ability to work collaboratively across departments.
• Familiarity with tools or skills related to conference call coordination, Canva, graphic design, or document handling is preferred.