Senior Administrative Assistant Job Description Template
Use this Senior Administrative Assistant job description template to advertise the open roles for free using Longlist.io. You can use this template as a starting point, modify the requirements according the needs of your organization or the client you are hiring for.
Job Brief
We are looking for an experienced Senior administrative assistant to join our team. You will perform a variety of administrative tasks, including managing phones and emails, scheduling appointments and planning meetings.
For this position, you should be able to use your organizational skills to manage your office space and your time, as you will collaborate with clients and colleagues in a fast-paced environment. You should also have excellent verbal and written communication skills.
Ultimately, you should be able to support our senior managers and ensure our day-to-day office operations run smoothly.
Responsibilities
- Support senior managers and executives with daily clerical tasks
- Plan meetings and take detailed minutes
- Answer phone calls, provide information to callers or connect callers to appropriate people
- Schedule appointments and update calendar
- Make travel arrangements and reservations for senior managers
- Compose and type regular correspondence, like invitations and informative material
- Develop and maintain a filing system
- Create spreadsheets and presentations
- Provide statistical and budget reports
- Greet and provide general support to visitors
- Develop, implement and improve office policies and procedures
Requirements
- Proven work experience as a senior administrative assistant, virtual assistant or executive administrative assistant
- In-depth understanding of office management and daily operations
- Hands on experience with MS Office
- Working knowledge of office equipment, like printers and fax machines
- Excellent verbal and written communication skills
- Strong organizational and time-management skills
- High School degree; additional qualification as a personal assistant or secretary will be a plus
What does Senior Administrative Assistant do?
A Senior Administrative Assistant typically performs a wide range of tasks on a day-to-day basis. Some of these tasks may include:
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Managing schedules and calendars: Coordinating appointments, meetings, and travel arrangements for senior executives.
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Handling correspondence: Reviewing and responding to emails, letters, and other forms of communication.
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Organizing and maintaining files: Ensuring important documents are properly organized and accessible when needed.
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Assisting with project management: Supporting the planning, execution, and tracking of various projects within the organization.
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Managing office supplies and equipment: Ordering and maintaining inventory of office supplies, and coordinating repairs and maintenance of office equipment.
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Assisting in budgeting and finance: Assisting with financial tasks such as tracking expenses, processing invoices, and reconciling accounts.
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Supervising support staff: Providing guidance and direction to administrative staff, monitoring their work, and delegating tasks as needed.
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Coordinating meetings and events: Planning and organizing meetings, conferences, and other special events, and ensuring all necessary arrangements are made.
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Taking minutes and creating reports: Attending meetings and accurately recording minutes, as well as preparing reports and presentations when required.
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Providing general administrative support: Handling phone calls, maintaining office records, and performing other administrative duties as needed.
The specific responsibilities of a Senior Administrative Assistant may vary depending on the organization and the needs of the executives they support.