Senior Administrative Assistant

Operations Support And Administrative Duties

Manage coverage of EVPP reception area, greet visitors with a friendly and professional demeanor, and ensure lobby appearance is clean and well maintained.

Answer EVPP office main phone line and direct inquiries as appropriate with a friendly and professional demeanor.

Ensure office supply inventories are stocked and organized; place administrative orders (office supplies, catering, refreshment vendor, water vendor and toner for copiers). Prepare electronic documents, official occasions, required for purchase of goods and services for EVPP office. Coordinate with the Business Affairs team to initiate and complete financial processes.

Acts as point of contact for facilities on behalf of EVPP office for any issues within the suite or building using a proactive mindset.

Process mailing, shipping, and reconciliation documents. Deliver, pick-up, and distribute internal mail and packages for the EVPP office.

Support EVPP guests with parking permits and questions.

Execute routine housekeeping tasks, including kitchen clean-up, emptying bins, refilling paper in copiers, etc. Collaborate with the Operations Manager to ensure all operations are within office standards, and compliance.

Screen and control flow of incoming communications and visitors to the EVPP staff and take appropriate action on messages, meeting requests, etc.

Provide administrative support to the Assistant to the EVPP with the EVPPs daily calendar schedule and appearance materials. Provide administrative and calendar management support to the Chief of Staff. Provide back-up calendar management support to the Assistant to the EVPP and Senior Vice Provosts.

Manage various EVPP email inboxes and respond to and / or route emails as appropriate in a timely manner while ensuring excellent customer service.

Coordinate administrative and logistical support of meetings and events for EVPP office.

Manage EVPP office conference room calendars and act as point of contact for conference room technology; ensure meeting rooms are stocked, clean, and set.

Prepare and set refreshments for meetings when requested.

Event planning support for events organized by the EVPP. Coordinate with units across campus during planning, arranging, and implementation of programs, events, and initiatives.

Plan, coordinate, and execute creative team building and team culture activities.

Provide assistance to the Assistant to the EVPP with the supervision of Student Associates by providing guidance, tracking tasks, and help to ensure submission of weekly timesheets.

Help the Assistant to the EVPP hire, onboard, and train new Student Associates each semester ensuring front desk coverage.