Contractor - Sr. Administrative Assistant
- Manage applicable corporate files to include scanning, filing, and retrieval.
- Collaborate with other administrative staff.
- Review and approve timesheets for executive staffs’ direct reports.
- Enter purchase requests into procurement system.
- Review meeting-related contracts to ensure accuracy of terms.
- Front-desk reception duties when needed.
- Assist with office/facility administration as needed.
- Review and approve concur expenses for executive’s direct report in adherence to the company policy.
- Copy/scan and distribute materials.
- Utilize various contemporary computer applications and software packages; develop, enter data, maintain, and generate reports from a database or network system; design, maintain, and utilize data to develop reports using spreadsheet software; create, format, and revise charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing software.
- Compose and/or edit correspondence, reports, spreadsheets, charts, graphs, and presentations ensuring a professional corporate design, efficiency, accuracy, and timely completion.
- Conduct research and assemble data to prepare reports and documents.
- Ad-hoc projects as required.
- Prepare conference rooms for meetings to include AV needs.
- Coordinate internal and external meetings. s.
- Assist with administrative tasks such as ordering beverages, snacks, and refreshments, as well as arranging and tidying up meeting spaces for on-site meetings. Assist with coordination of Board Planning Session, to include (but not limited to) creation of itineraries and other related tasks.
- Prepare meeting agendas, attend meetings as needed, prepare meeting notes, and follow through on action items as necessary.
- Maintain calendars of executive staff, including the scheduling of meetings and addressing conflicts.
- Coordinate travel for executive staff.
- Prepare expense reports for executive staff.
- Approve expense reports for executives’ direct report in alignment to company policy
- High School graduate
- Associate of arts degree or job-related courses preferred.
- Three to five years administrative experience including two years professional experience performing executive support in a corporate environment.
- Excellent verbal, written, proofreading, analytical, and interpersonal skills.
- Ability to organize and prioritize work and meet deadlines.
- Ability to effectively balance multiple projects and priorities.
- Detail oriented, accurate, strong organizational skills.
- Ability to work independently, self-motivated, an initiator, able to assume responsibility.
- Adapts to new technology, keeps abreast of changes.
- Exercise independent judgment in determining what matters can be individually handled or referred to a management team person for direction/completion.
- Excellent knowledge of Outlook, Word, Excel, PowerPoint, MS D365, and learn other programs as needed to execute on assigned projects.
- Knowledge of AI to create efficiencies.
- Experience with PC and/or MAC.
- Ability to take meeting minutes.
- Maintaining confidentiality is a must.
- Some travel may be required.
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