Administrative Assistant, Senior Specialist

Job Description

ABOUT JOB

Our client is seeking a dedicated and dependable Administrative Assistant.

The Administrative Assistant, Sr. Specialist plays a critical role as an efficient coordinator of personnel and operations, providing essential support and strategic partnership to two senior leaders. This individual is responsible for maintaining effective operational processes and time management for leadership, while also acting as a trusted advisor and fostering a positive workplace culture. Key responsibilities include critical administrative tasks such as managing calendars, scheduling meetings, prioritizing time and availability, coordinating VIP guests, and cultivating vital internal and external relationships to ensure alignment with organizational priorities and outcomes.

• Serve as a strategic thought partner to two senior leaders, including helping to prioritize leaders’ time and attention.
• Manage executive operating rhythm including designing and ensuring appropriate executive meeting cadences, helping to design agendas aligned to priorities, and ensuring effective follow through.
• Support special projects for leadership.
• Manage the executives’ day-to-day calendars, including prioritization of sensitive matters

• Cross-functional coordination for initiatives led by the two senior leaders

• Manage senior leaders’ travel and expense management processes, including travel arrangements and itineraries & expense reporting submission
• Oversee Leaders’ workflow including mail, calendar, correspondence, and calls, determining priorities, preparing responses, and/or responding appropriately without errors and in a timely manner
• Attend key meetings with/on behalf of senior leaders’ including coordination of notes and action items
• Maintain distribution lists and organizational charts
• Coordinate departmental moves and serve as liaison for IT services and upgrades
• Assemble and analyze information to facilitate decision making. Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions

• High school diploma or GED
• 5+ years of experience in the related field
• Strong interpersonal and relationship management skills
• Ability to treat confidential information with exceptionally high discretion
• Ability to act as a partner to Senior leaders, to understand and anticipate their needs and priorities and provide effective solutions to problems

$55,370.00 – $88,592.00