Senior Administrative Assistant

Senior Administrative Assistant Job Summary

The Senior Administrative Assistant provides high-level administrative support, including complex, confidential, and sensitive functions. The role typically supports Managers, Directors, Vice Presidents, or departments with broad responsibilities.

The position involves handling confidential information, coordinating administrative activities, supporting management-level personnel, and managing department-wide projects and responsibilities. The ideal candidate is highly organized, detail-oriented, professional, and capable of working independently with minimal supervision.

Job Duties

• Greet visitors, answer and screen telephone calls, take messages, and respond to routine inquiries and requests.

• Provide work direction to lower-level clerical staff when required.

• Serve as a key internal and external contact for the department or division.

• Maintain calendars and schedules and coordinate appointments and engagements for department leadership.

• Coordinate meetings and conferences, including catering, travel, lodging, presentation materials, equipment, and special events.

• Order office supplies and monitor inventory, equipment, and service requirements.

• Submit service requests for office equipment repairs and maintenance.

• Sort and distribute departmental mail and prioritize incoming correspondence.

• Compose, edit, and proofread documents and correspondence.

• Collect and maintain data for reports, charts, graphs, spreadsheets, and databases.

• Organize and maintain departmental filing systems, databases, and records.

• Assist with department budget reconciliation and expenditure tracking.

• Process expense reports and maintain accounting-related records.

• Support changes to office operations and ensure effective use of equipment, materials, and workspace.

• Research complex and non-routine problems and inquiries.

• Interpret departmental policies, procedures, and best practices to resolve administrative issues.

• Manage multiple administrative projects from initiation through completion.

• Handle highly confidential information with discretion and professionalism.

Minimum Requirements

• High school diploma or equivalent required.

• 4+ years of administrative support experience preferred.

• Business Administration or related college degree preferred.

• Advanced proficiency in Microsoft Word, Excel, and PowerPoint.

• Intermediate proficiency in Microsoft Access preferred.

• Strong verbal, written, and oral communication skills.

• Excellent interpersonal skills and ability to work effectively with senior-level management.

• Outstanding telephone etiquette and professional business conduct.

• Excellent organizational, prioritization, and time-management skills.

• Ability to manage multiple projects simultaneously and take ownership from start to finish.

• Strong attention to detail and ability to adapt to changing priorities.

• Ability to handle confidential situations with discretion and integrity.

• Strong independent judgment and decision-making skills within established procedures.

• Ability to work independently with minimal supervision.

• Strong work ethic and positive attitude.

• Ability to contribute to and promote a positive work environment.

• Ability to perform routine office tasks involving computer keyboarding, filing, paperwork, calculating, and related administrative activities.