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Title
Text copied to clipboard!Senior Administrative Assistant
Description
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We are looking for a Senior Administrative Assistant to join our team and provide high-level administrative support to our executive team. The ideal candidate will be a highly organized, detail-oriented individual who thrives in a fast-paced environment and has a proven track record of providing exceptional administrative support. As a Senior Administrative Assistant, you will be responsible for managing schedules, coordinating meetings and events, preparing reports, and handling confidential information with discretion. You will play a critical role in ensuring the smooth operation of our executive team's daily activities and contribute to the overall efficiency of our organization. The successful candidate will have excellent communication skills, the ability to manage multiple tasks simultaneously, and a strong proficiency in office software. This role requires a high level of professionalism, the ability to work independently, and a commitment to excellence. If you are a motivated individual looking for an opportunity to advance your career in a dynamic and supportive environment, we would like to hear from you.
Responsibilities
Text copied to clipboard!- Manage and maintain executives' schedules and appointments.
- Prepare and edit correspondence, communications, presentations, and other documents.
- File and retrieve documents and reference materials.
- Conduct research, collect and analyze data to prepare reports and documents.
- Manage and maintain office supplies inventory.
- Arrange and coordinate meetings and events.
- Record, transcribe and distribute minutes of meetings.
- Monitor, screen, respond to and distribute incoming communications.
- Liaise with internal staff at all levels.
- Interact with external clients and partners.
- Coordinate project-based work.
- Review operating practices and implement improvements where necessary.
- Supervise and train lower-level administrative staff.
- Handle confidential documents ensuring they remain secure.
- Prepare invoices, reports, memos, letters, financial statements, and other documents.
- Handle requests for information and data.
- Resolve administrative problems and inquiries.
- Prepare and coordinate the sending of broadcast emails and newsletters.
- Coordinate the repair and maintenance of office equipment.
- Attend meetings and assist with event planning and implementation.
Requirements
Text copied to clipboard!- Proven experience as an administrative assistant, senior executive assistant, or in other secretarial positions.
- Full comprehension of office management systems and procedures.
- Excellent knowledge of MS Office, databases, and information systems.
- High level of professionalism and confidentiality.
- Exemplary planning and time management skills.
- Ability to multitask and prioritize daily workload.
- High level verbal and written communications skills.
- Discretion and confidentiality.
- Bachelor's degree in Business Administration or related field.
- Exceptional interpersonal skills.
- Attention to detail and problem-solving skills.
- Strong organizational and planning skills.
- Knowledge of clerical practices and procedures.
- Ability to work independently and with a team.
- Experience with office administrative software and tools.
- Familiarity with email scheduling tools, like Email Scheduler and Boomerang.
- Experience in project management.
- Ability to handle data with confidentiality.
- Good research skills and attention to detail.
- Willingness to learn and to grow with the company.
Potential interview questions
Text copied to clipboard!- Can you describe your experience with managing executive schedules?
- How do you prioritize your tasks when everything seems urgent?
- What strategies do you use to manage confidential information?
- Can you give an example of a complex project you managed and how you ensured its success?
- How do you handle difficult personalities in a professional setting?
- What software tools are you proficient in for administrative tasks?
- How do you stay organized and ensure accuracy in your work?
- Can you describe a time when you had to make a decision without all the necessary information?
- How do you handle stress and tight deadlines?
- What is your approach to learning new skills or software?