Purpose of Classification:
The Senior Administrative Assistant is crucial for advancing the administrative operations of the executive suite by providing high-level and confidential support to the Executive Assistant and offering additional support to members of the executive team. This position ensures the smooth functioning of the executive office by adeptly handling complex administrative tasks, strategically coordinating schedules, and effectively facilitating communications to optimize the efficiency and effectiveness of the Executive Suite.
Essential Functions:
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Provide high-level support to the Executive Assistant in managing executive operations.
Handle sensitive and confidential information with utmost discretion and integrity, adhering to organizational confidentiality standards and ethical guidelines.
Utilize skills and knowledge of the organization’s policies, practices, and procedures necessary to provide administrative and technical support to the executive team as assigned by Executive Assistant.
Assist with preparing agendas, recording minutes, and distributing materials for executive and board committee meetings.
Draft and proofread confidential correspondence, reports, presentations, and other critical documents and meet the public as required to provide general information and assistance.
Provide strategic administrative support for special projects and initiatives.
Prepare and manage executive presentation materials and comprehensive reports for high-level meetings.
Maintain organized and confidential filing systems for executive records and documents to ensure their security and retrievability.
Oversee office supplies, equipment maintenance, and vendor relationships.
Assist with planning and executing organizational events, meetings, and conferences with seamless logistics addressing all details such as catering, transportation, and attendee management to ensure flawless execution.
Relieves the receptionist as needed.
Foster a positive organizational culture that values diversity, equity, and inclusion, and promotes employee engagement and well-being.
Additional Functions:
Manage complex executive calendars and optimize the schedules of the executive team to ensure maximum efficiency and time management, schedule meetings, and coordinate travel arrangements for the executive team, including sophisticated itineraries and comprehensive accommodations and transport bookings, while ensuring alignment with organizational policies and budgets.
Lead special projects as assigned inclusive of planning, coordination, and execution of work project plan.
Attend meetings, conferences, and workshops related to the agency’s program or professional development of administrative/management.
Performs other related duties as required.
Minimum Qualifications:
High School Diploma or GED required; College level coursework preferred; supplemented by three years of work experience in office administration for a large Social Services Agency or related field.
Detail-oriented, discreet, proactive, and possesses a high level of professionalism.
Additional Requirements/Conditions of Employment:
Successful results of pre and continued employment assessments including fingerprinting, drug testing, medical examinations and background check(s).
Step Forward is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Agency will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
