Senior Administrative Assistant

Job Description : Responsibilities :

Responsibilities :

• Provide general, routine to complex administrative support with keen ability to foresee and anticipate the needs of the executives and organizations to optimize their time and take a proactive role to anticipate, identify and initiate / facilitate thoughtful solutions and recommendations.
• Manage and maintain highly complex and changing calendars, schedule appointments / internal and external meetings, travel, and organizational functions;

as well prepare flawless communication materials on behalf of internal and external customers.

• Use political savvy and sophistication to filter through and facilitate actionable items.
• Key liaison for the group and on-the-job contacts including internal and external customers, internal company executives, parent company executives, trade associations, community and political representatives.
• Work closely with executives, administrative staff, employees and teams creating and maintaining working relationships.
• May initiate and facilitate meetings, take meeting minutes and manage action items.
• May arrange and plan programs and small events for meetings and entertainment of visitors.
• May perform reference work from a variety of sources both inside and outside of the company and prepare special reports, summaries, or digests of a complex nature.

Provide web research as needed.

• May draft and prepare routine and advanced correspondence including emails, letters, memoranda, meeting minutes, and reports.
• Review outgoing correspondence for accuracy, format consistency, signatures, and conformance with executive procedures.
• Anticipates and / or identifies needs and issues within the organization and proactively initiates and facilitates solutions.
• Compile, prepare and process executive’s expense reports through the Expensify program.
• Screens all incoming correspondence and determines if executive action is needed.
• Performs other functions such as organizing and filing confidential files and records systems of the organization, preparation of recurring internal reports, maintaining contacts / customer database, etc.
• Demonstrates a broad company knowledge which includes corporate policies and procedures, organizational structure, business strategies, corporate goals, products, services, customers and competitors.
• Play an active role in creating a safe and workplace and comply with all applicable safety and health rules.
• Provide partnership administrative support and cross-coverage Sales Administrative team and staff, as necessary.

Education and Experience :

• Preferred BS or BA with 5+ years of continual experience supporting multiple Vice Presidents and above with at least 2 years’ working within a highly demanding fast-paced oriented environment.
• Exceptional calendar management skills.
• Exceptional communication skills, verbal and written.
• High level of integrity with a humble nature; fully capable to take initiative, manage and oversee various projects from multiple management;

being highly proactive and intuitive, detailed oriented, self-motivated, adaptive, and creative.

• Proven skills analytically with abstract problem-solving.
• Exceptional professionalism, soft-skills and being a team player.
• High level of work ethics, integrity, confidentiality, and flexibility.
• Advanced level MS Office Suite (Word, Excel, PowerPoint, Outlook, Project Google Drive).
• Must be highly reliable, flexible and dependable with time management to be able and available to come to work early and / or stay late with minimal notice.

Strong Key Competencies Skills :

• Customer Focus, Approachability, Integrity and Trust, Dealing with Ambiguity, Interpersonal Savvy, Learning on the Fly, Organizational Agility, Peer Relationships, Safety.
• Preferred / Assets profile (skills, experience, education) :
• Experience assisting within Sales organization.
• Experience in a highly demanding fast-paced start-up environment.
• Experience in working with a diverse multicultural environment.
• Must be reliable and work independently.
• Demonstrates a broad company knowledge which includes best practicing corporate policies, procedures, guidelines and organizational structure.

Scope :

• Knowledge / Skill - As a highly skilled specialist, contributes to the development of concepts and techniques. Completes complex tasks creatively, efficiently and effectively.
• Job Complexity - Works on moderate to complex assignments requiring considerable judgment, takes initiative and anticipates general day-today support.
• Understands implications and scopes of work where analysis of situations or data requires a review of a variety of factors to make recommendations for solutions to meet deadlines and expectations for requests.
• Exercises judgment within defined procedures and practices to determine appropriate action.
• Builds productive internal / external working relationships.
• Supervision Self-starter, normally receives general instructions to determine methods and procedures on new assignments.
• May receive detailed instructions on new projects or assignments.
• Experience - Typically requires a bachelor’s degree and a minimum of 3 years of related experience; supporting multiple VP levels and above in a fast-paced environment.

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