Senior Administrative Assistant
About The Position
The Senior Administrative Assistant is an individual contributor who provides administrative and basic technical support to the VP of Information Research (IR), the IR leadership team, and their extended team. The role is an integral part of the IR assistant team and helps ensure the smooth day-to-day operation of VP, IR activities by coordinating schedules and meetings, maintaining documentation and trackers, and supporting routine building and business processes. The role also supports IR team events, onboarding, travel and expense reporting, routine purchasing and vendor processes, office supplies, and building-related requests. It performs other administrative duties as assigned to support the effectiveness of the IR organization.
Requirements
- High school diploma or equivalent.
- Experience in an executive administrative or support role or technical environment, or relevant training.
- Proficiency with standard office software and collaboration tools, including email, calendar, word processing, presentations, spreadsheets, and virtual meeting tools; specifically MS Word, Excel, PowerPoint, and Teams.
- Strong organizational skills with attention to detail and accuracy.
- Clear written and verbal communication skills.
- Ability to manage multiple tasks, prioritize work, and meet deadlines in a fast-paced environment.
- Demonstrated ability to handle confidential information with discretion.
- Service orientation and responsiveness to stakeholder needs.
- Collaboration and teamwork across functions and locations.
- Problem-solving and resourcefulness.
- Flexibility, learning agility, and comfort with technology.
Nice To Haves
- Prior experience supporting a technology function or other technical team.
- Familiarity as a user with common technology or business systems, such as ticketing, asset, or document management tools.
- Experience supporting multiple stakeholders or leaders simultaneously.
- Ability to work independently with minimal day-to-day direction while knowing when to seek clarification.
Responsibilities
- Provide calendar and meeting support for the VP of IR, leadership team, broader IR team, and visitors, including scheduling, rescheduling, and coordinating logistics for in-person and virtual meetings.
- Prepare, format, and proofread IR-related documents, presentations, spreadsheets, and reports for accuracy and consistency.
- Maintain organized electronic filing and shared repositories for IR documentation, including team files, meeting notes, standard procedures, and project trackers.
- Enter and update information in IT trackers, logs, or systems as directed, such as project lists, asset trackers, or request trackers.
- Coordinate IR team events, workshops, and training sessions, including agendas, attendee lists, materials, and local logistics.
- Process routine administrative tasks such as invoices, purchase requests, basic vendor documentation, and expense reports in accordance with established processes.
- Monitor and coordinate local IR office or team supplies according to guidelines.
- Support onboarding logistics for new IR team members, including scheduling introductions, sharing team materials and checklists, and assisting with standard setup steps as directed by IR staff.
- Assist IR leaders and the team with travel scheduling and expense report processing.
- Serve as a point of contact for building issues and communicate security issues, cleaning needs, and maintenance requests through proper channels.
- Perform other administrative duties as assigned to support the effectiveness of the IR organization.
Benefits
- Paid time off, including vacation, holidays, and sick time.
- Medical insurance.
- Dental insurance.
- Vision insurance.
- 401(k).
- Short-term incentive program eligibility.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
