Senior Administrative Assistant

Who are we hiring?

The Senior Administrative Assistant will support the SVP Technology & Information Security, SVP Enterprise Technology, VP EIT & Workplace Technology, and the VP Information Security.  Under limited supervision, the Senior Administrative Assistant will perform clerical, administrative, and secretarial support in a fast-paced environment. 

What will you do?

• Work collaboratively with the other Senior Administrative Assistants to insure all team members have the necessary information when called upon. 
• Coordinate and arrange meetings and schedules in a fast-moving environment.  
• Carry out regular and continual review of emails, phone calls, and other forms of correspondence and then identify the appropriate follow up action.   
• Prepare comprehensive travel itineraries and contact lists specific to each trip and orchestrate all necessary arrangements.   
• Organize, reconcile and submit executive and departmental expense reports on a monthly basis.
• Handle all departmental invoice processing and payments.
• Coordinate logistics for special business events and projects; help locate and obtain information & resources; anticipate and prepare materials as needed.   
• Prioritize functions and appointments, ensuring that meetings, deadlines presentations and other duties of the business are carried out seamlessly.  
• Manage sensitive, highly confidential, and proprietary information with discretion and the utmost level of confidentiality.  
• Work as part of a high touch team by providing regular communication and fostering a high level of collaboration, teamwork and cooperation. 
• You may be requested to support other Executives of the organization in addition to your regular administrative coverage and responsibilities. 
• Order and stock appropriate office supplies and equipment for executive staff. 
• Perform other general duties as assigned to support the Technology division

What do you need to succeed?

• Candidates who have completed a minimum of 60 credit hours of college-level coursework (representing 2 years), or have shown similar self-development through certifications, trade school coursework, etc. are preferred.
• Candidates must have a minimum of 5 years hands on experience in support of senior leadership within a complex organization.   
• This person must have the ability to quickly learn the organizational structure and the objectives of the team as well as deal with complex and ambiguous matters within a large matrixed organization.   
• The ideal candidate must be highly flexible, stress tolerant and motivated, with an ability to work independently as well as in a team setting.  
• Able to always maintain confidentiality and professionalism while using sound business judgment. 
• Highly proficient in Microsoft Outlook, Excel, Word and PowerPoint.  
• Ability to demonstrate success in managing multiple tasks while under tight deadlines and financial constraints. 
• Must possess excellent verbal and written communication, organizational, and time management skills. 

Special Requirements

• Ability to work a flexible schedule inclusive of days, nights, weekends and holidays. 
• Ability to travel domestically and internationally as required – 5% Travel.

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