Senior Administrative Assistant

Job description

Responsibilities include all administrative functions of the department: answering phones, managing calendars, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, planning meetings/events, creating or revising business documents, preparing presentations from source materials, handling teleconference, Web Ex and Blackberry/iPhone setups, managing billing, compiling meeting materials and other similar matters. Responsibilities: Provide advanced administrative support to VP level or equivalent. May provide backup support to other staff as needed. Monitor and prioritize executives’ email, highlight, action and routinely author responses. Coordinate and maintain departmental files, as assigned, in compliance with corporate and legal guidelines. Follow company purchasing and other established procedures. Use intermediate to advanced software skills to perform assigned work. Use and understand Microsoft Office Suite and other business-specific software, including Corporate Travel website and other programs. Coordinate new employee office setups and onboarding. Professionally interact with high level executives. Consistently handle confidential or business-sensitive information. Maintain and manage calendars, including meeting and travel scheduling and domestic and international travel arrangements. Proactively identify and resolve scheduling conflicts. High School diploma or equivalent. Minimum 3 years of administrative assistant related experience. Experience providing support to a VP level or equivalent. Proficiency with AI tools. Intermediate to advanced knowledge of Microsoft Office Suite, Outlook, Adobe Acrobat, and an understanding of business processes and requirements. Self-starter able to function at a high level with general instruction. Build strong relationships with peers and cross-functionally with partners outside of assigned group as necessary to enable effective and efficient Legal team operations. Team-oriented, can-do attitude and desire to be productive contributor to overall organization. Learn quickly and can change courses quickly when needed. Open to suggestions and innovations for improvement. Professional demeanor and ability to maintain confidentiality.