Job Overview:

The purpose of the Administrative Assistant Senior role is to provide high-level administrative and organizational support directly to senior leaders, enabling them to focus on strategic priorities and operational decision-making. This position is dedicated to enhancing executive efficiency through expert coordination, proactive problem-solving, and independent management of complex administrative functions.

Job Responsibilities:

Core Responsibilities

·         Conducts research, gathers data, and prepares summaries or recommendations to support management decision‑making.

·         Coordinates activities and workflows across multiple departments, ensuring timely follow‑up and completion of requests.

·         Maintains complex and confidential records, files, and sensitive documentation, ensuring accuracy and organization.

·         Retrieves, analyzes, and interprets information from files, systems, and reports on behalf of management.

·         Compiles data from various sources to prepare departmental reports, dashboards, graphs, and comparisons.

·         Prepares polished correspondence, documents, and departmental forms from drafts, notes, or verbal instruction.

·         Develops and designs presentations for leaders using advanced formatting and visual standards.

·         Responds to inquiries requiring detailed knowledge of departmental processes, priorities, and workflows.

·         Manages calendars, meetings, appointments, and department events with minimal direction.

·         Assists with budget tracking, expense reports, vendor coordination, and purchasing activities as needed.

·         Draft and edit executive communications (emails, decks, announcements). Maintain meeting flow aligned to strategic objectives

·         Implement tools or systems that improve efficiency

·         Assist with onboarding new team members

Additional Responsibilities

·         Organizes department meetings, prepares agendas, and records meeting minutes.

·         Coordinates travel arrangements, itineraries, and expense reporting

·         Monitors and maintains office supplies, equipment, and administrative resources.

·         Serves as a point of contact for internal and external stakeholders.

Performs other duties as assigned.

Job Requirements:

Education/ Certifications:

·         Associate degree or equivalent experience preferred.

Experience:

·         3–5 years of administrative experience, ideally supporting management or senior leaders.

·         Experience handling confidential information and working with minimal supervision.

·         Demonstrated experience coordinating activities across multiple functional areas.

·         High-level proficiency in word processing software with excellent keyboarding skills (minimum 60 wpm).

·         Math skills sufficient for performing calculations.

·         Proficiency in spreadsheet software.

·         Ability to independently create professional presentations in PowerPoint.

·         Prior experience with report creation, presentations, and data compilation.

·         Experience with project or workflow coordination is a plus.

Knowledge/Skills/ Abilities

·         Strong organizational and time‑management skills with the ability to handle multiple priorities.

·         Excellent verbal and written communication skills.

·         High attention to detail and accuracy.

·         Ability to exercise sound judgment, especially when leaders are not immediately available.

·         Strong interpersonal skills and professionalism when interacting with internal and external stakeholders.

·         Good judgment is required for this position as there may be times when direct supervision may not be immediately available.

Work Environment:

Hybrid Role:

·         This position follows a hybrid schedule working in office (1) day per week. The acceptable split between onsite and remote work is determined by the manager. Hybrid associates may choose to work from an office on a more frequent basis than required.

Travel (minor):

·         This position may require the associate to travel to company offices, distribution centers, or other locations for specific meetings or other business reasons.

Physical Environment/Demands:

Office Roles:

·         Most work is performed in a temperature-controlled office environment.

·         Incumbent may sit for long periods of time at a desk or computer terminal.

·         While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  

·         Incumbent may use calculators, keyboards, telephones, and other office equipment in the course of a normal workday.

·         Stooping, bending, twisting, and reaching may be required in the completion of job duties.