Senior Admin Assistant
About The Position
The Senior Admin Assistant will provide comprehensive administrative support, functioning as a team lead and supporting complex projects. This role involves coordinating schedules, activities, and information, as well as establishing office procedures and initiating policy development. The position requires strong communication skills for interacting with executive-level personnel, external organizations, and representing the department. Financial and HR tasks include processing forms, maintaining personnel files, monitoring budgets, and assisting with HR functions and budget preparation. Technological proficiency is needed for using various software and training others. Writing and editing skills are essential for composing documents, preparing minutes, and compiling reports. This role has a multi-departmental impact through support of key leadership figures.
Requirements
- High school diploma or equivalent
- 2+ years of work experience in a related job discipline
Responsibilities
- Coordinate schedules, activities, information, and processes.
- Function as a team lead and provide input into evaluations.
- Direct the work of others and delegate tasks.
- Support complex projects and processes from concept through completion that have organizational impact and/or external constituents.
- Establish and implement reporting systems.
- Establish office procedures and initiate development of related policies and practices.
- Independently identify resources and practical processes for completing projects; make recommendations to appropriate personnel.
- Develop and maintain efficient internal communication processes to support the activities of the department/division.
- Communicate with executive level personnel.
- Participate as department/program representative at meetings, relay relevant information, and provide necessary follow up.
- Act as a liaison with external organizations and leaders.
- Represent the department/program head as an agent to handle procedural issues, troubleshoot issues, take action, and communicate results back to the appropriate person.
- Diffuse crises or critical situations in the absence of manager.
- Act as a gatekeeper, directing people appropriately, deciding upon priority of requests/situations, and escalating as needed to responsible manager.
- Take ownership of issues and concerns communicated to the department/program and provide follow-up to bring issues to conclusion.
- Ensure important operational information is communicated to appropriate staff.
- Speak in public as a representative of the department.
- Perform completion and processing of forms, documents, and reports.
- Maintain personnel files.
- Monitor budget expenditures; identify and research variances/problems.
- Assist in tracking and monitoring revenue, expense, and allocations.
- Provide applicable reports.
- Track funding and maintain accurate balances in funds and accounts.
- Research information for major purchases.
- Participate in the interview process for administrative staff.
- Prepare HR forms for signature.
- Assist with annual budget preparation.
- Use a variety of software and information systems.
- Train others on system usage and serve as a troubleshooter.
- Function as a resource for department office technologies, hardware, and software.
- Handle composition of various documents.
- Take and prepare minutes, review, and distribute independently.
- Prepare board packets.
- Research data and compile reports.
- Compose and edit documents such as newsletters and proposals.
Benefits
- Additional pay (e.g., shift, on‑call, or weekend differentials) and benefits may apply.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
