Senior Administrative Assistant

Who are we hiring? 

The Senior Administrative Assistant is responsible for performing administrative duties of advanced degrees of complexity for the SVP Live. These functions include managing correspondence which is often of a confidential nature, preparing research, screening incoming phone calls and mail, communication on behalf of the SVP, and acting as the "gatekeeper." The Senior Administrative Assistant will also handle more complicated special projects such as designing and preparing presentations, coordination of complex meetings or travel as needed. In keeping with these duties, the candidate will be required to develop an acute understanding of the SVP’s work style, requirements, and preferences, and to utilize this understanding to manage the SVP’s calendars.  This person is expected to accept the delegation of less consequential executive tasks, to perform those tasks with minimal disruption to the SVP, to actively listen and resolve problems, and to anticipate and meet the challenges of a fast-paced environment. In summary, the Senior Administrative Assistant is expected to conform to the highest standards of performance, dependability, and professionalism.  

What will you do?  

• Answer and screen SVP’s telephone calls and visitors. Tactfully handle inquiries and/or refer to appropriate party. Review and answer email and inquiries on own initiative and determine if SVP’s action is required. Refer routine matters to appropriate person for action and follow up to ensure completion.  
• Schedule and maintain SVP’s calendar of appointments, meetings, and travel itineraries, and coordinate related arrangements. Anticipate and prepare meeting materials, as needed by SVP.  
• Coordinate travel, hotels, and ticketing for special events as needed. 
• Prepare a variety of detailed memos, reports, or itineraries as needed. Compose routine and non-routine correspondence, memoranda, reports, etc, which are generally confidential in nature.  
• Use various PC software (Microsoft Office, Excel, Power Point, Outlook) to produce high-quality documents. 
• Coordinate activities, conduct research and ensure that requests are carried out. Handle a wide variety of situations and tasks involving the clerical and administrative functions of the office independently.  
• Coordinate all paperwork necessary for the SVP to approve.  
• Ensure that office equipment works properly. Coordinate repair requests with other department staff, facilities and/or outside vendors as required. Maintain records on all repairs and orders. 
• Manage the coordination and tracking of all internal department Ticket Requests. 
• Assist and manage the completion of special projects as requested by the SVP.  
• Provide exceptional experiences for our guests, partners, and team members, including by adhering to our appearance and presentation guidelines while on-site.   

What do you need to succeed?  

• Minimum of 3 years’ experience as an Executive Assistant /Administrative Assistant to a high-level executive. 
• Able to always maintain confidentiality and professionalism.    
• Well-organized and detail-oriented with the ability to multi-task with a track record as a strategic thinker capable of foreseeing impact of simultaneous projects.   
• Strong judgment, decision making, time management, and prioritizing skills.  Must be energetic, positive, and resourceful. 
• Highly proficient in Microsoft Outlook, Excel, Word and PowerPoint. 
• Ability to multi-task effectively, independently, and proactively; demonstrates initiative, accuracy and thoroughness; monitors own work to ensure quality. 

Special Requirements  

• Ability to work a flexible schedule inclusive of days, nights, weekends and holidays 

 

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