Senior Administrative Assistant

Job Description

The Senior Administrative Assistant provides high-level administrative, operational, and coordination support to leaders and teams within the organization. Operating in a fast-paced corporate environment, this role serves as a key point of contact and is responsible for managing administrative processes, coordinating activities across multiple stakeholders, and ensuring the efficient day-to-day operation of the department. The successful candidate is highly organized, proactive, resourceful, and able to manage competing priorities while maintaining professionalism, confidentiality, and attention to detail.

Key Responsibilities

• - Provide comprehensive administrative support to leaders and teams, including calendar management, meeting coordination, travel arrangements, and expense reporting.
• - Coordinate internal and external meetings, workshops, team events, and business functions, including logistics, catering, room bookings, agendas, and meeting materials.
• - Prepare, format, proofread, and distribute business correspondence, presentations, reports, procedures, and other documentation.
• - Manage departmental records, filing systems, SharePoint sites, distribution lists, and document retention in accordance with company policies.
• - Act as a liaison between internal departments, leadership, clients, vendors, and external stakeholders to facilitate effective communication and timely follow-up on action items.
• - Support budget administration activities, including invoice processing, purchase requisitions, purchase orders, tracking expenditures, and maintaining accurate records.
• - Monitor and coordinate department administrative processes, identifying opportunities to improve efficiency and effectiveness.
• - Assist in onboarding new employees, coordinating equipment requests, workspace setup, training schedules, and orientation activities.
• - Support workforce-related activities such as organization charts, team communications, recognition initiatives, and departmental reporting.
• - Coordinate and maintain departmental schedules, vacation calendars, and resource planning information.
• - Handle sensitive and confidential information with discretion and professionalism.
• - Provide backup support for administrative team members and contribute to special projects and initiatives as required.
• - Maintain compliance with all applicable company policies, procedures, and standards.
• - Other duties as assigned.

Basic Job Requirements

• - A combination of education and directly related experience equal to ten (10) years.
• - Minimum 7-10 years of progressive administrative experience supporting senior leaders, departments, or business functions in a corporate environment.
• - Demonstrated experience managing multiple priorities and stakeholders in a fast-paced environment.
• - Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• - Strong organizational, planning, and time-management skills with exceptional attention to detail.
• - Excellent written and verbal communication skills.
• - Proven ability to exercise sound judgment, maintain confidentiality, and handle sensitive information.
• - Strong customer-service orientation with the ability to build effective relationships across all levels of the organization.
• - Ability to work independently while collaborating effectively within a team environment.

Other Job Requirements

Preferred Qualifications

• - Experience supporting senior leaders or management teams.
• - Previous experience in engineering, construction, professional services, or a large corporate organization.
• - Demonstrated ability to coordinate complex schedules, events, and business activities across multiple stakeholders.