Senior Administrative Assistant

Eide Bailly LLP•Des Moines, IA

10h•Onsite

About The Position

A typical day as a Senior Administrative Assistant might include coordinating various management and committee meetings, including reserving resources, ordering catering, and recording minutes. This role involves coordinating with the marketing team to ensure business development objectives are met, monitoring executives' mail and email, and drafting responses. The Senior Administrative Assistant will compose and prepare confidential correspondence, reports, presentations, and other complex documents. They will schedule appointments, reserve meeting rooms, sort and distribute mail, and collaborate with local office management to plan and coordinate on-site and off-site events. This position also involves providing general administrative support to partners, managers, and staff, including answering phones, greeting clients, typing, faxing, copying, scanning, emailing, preparing correspondence and presentations, assisting with travel arrangements, and preparing expense reports. Additionally, the role participates in and coordinates campus recruitment efforts, maintains a positive influence, ensures regular in-office attendance, collaborates with the administrative team for backup support, and willingly takes on new challenges and special projects. The position requires strong multitasking abilities and the capacity to meet deadlines.

Requirements

Associate’s Degree in Business Administration or a related field preferred.
5+ years of experience in administrative support at the executive level required.
Experience working in a professional service or accounting firm preferred.
Excellent organizational and customer relation skills.
Thrive in a high-volume, fast-paced work environment with the ability to multitask.
Multi-tasking master, and there has never been a deadline you could not meet.
Hold yourself to the highest professional standards and maintain strict client confidentiality.
Love collaborating and being part of a team with a positive attitude but also enjoy working alone with limited supervision.
Strong written and verbal communication skills.
Can work on multiple projects and meet deadlines by setting priorities with work projects.
Embrace technology and can demonstrate you have the skills to use computer-based technology to complete different tasks.
Proficient in: Microsoft Excel: including the ability to create spreadsheets, perform data entry, use basic formulas, format worksheets.
Proficient in: Microsoft Word: including formatting, creating tables, headers & footers, and utilizing mail merge functions.
Proficient in: Docusign: including creating, sending, and tracking documents for e-signature.
Proficient in: Adobe Acrobat: including creating, editing, and commenting on PDFs.
Proficient in: Microsoft Outlook and Teams.
Flexibility to work additional hours if needed during peak periods of the year.
Prolonged standing and sitting, some bending, stooping, and stretching, and the ability to lift 20 lbs.
Must be authorized to work in the United States now or in the future without visa sponsorship.

Nice To Haves

Associate’s Degree in Business Administration or a related field
Experience working in a professional service or accounting firm

Responsibilities

Coordinating various management and committee meetings including reserving resources, ordering catering and recording minutes as needed; ensures follow-up on open discussion points.
Coordinating with the marketing team to ensure industry business development objectives are being met.
Monitoring executives’ mail and e-mail and determining level of priority; drafts responses or replies by phone or e-mail when necessary.
Composing and preparing confidential correspondence, reports, presentations and other complex documents.
Schedules appointments and reserves meeting rooms
Sorts and distributes mail; post & deliver outgoing mail
Collaborate with local office management to plan and coordinate both on-site and off-site events (invites, venues, caterers, food and beverage for business development meetings, recruiting, training or seminars, partner socials, etc.)
Plan for various client or internal staff meetings and department training via conference calls, video conference or in person.
Provide general administrative support to partners, managers and staff with integrity and professionalism. Tasks include answering phones and greeting clients, typing, faxing, copying, scanning, emailing, preparing correspondence and PowerPoint presentations, assisting with travel arrangements, and preparing expense reports.
Participates in and coordinates campus recruitment efforts for their office.
Maintains a positive influence within the team and office environment.
Ensures regular and predictable in-office attendance.
Collaborate with the administrative team to meet deadlines and provide backup support.
Willingly takes on new challenges and supports special projects as needed.
Demonstrates strong multitasking abilities and the capacity to meet deadlines.