Senior Administrative Assistant

The Senior Administrative Assistant/ Front Desk Receptionist is a dual-role position responsible for providing high - level administrative support to executives while also serving as the first point of contact for visitors and callers at the front desk.

This position supports the operational efficiency of a department or business unit, while independently managing a broad range of administrative processes, coordinating activities across teams, and serving as a key point of contact for internal and external stakeholders.

The role requires advanced organizational and technical skills, sound judgement, and a proactive approach to problem-solving within the scope of business operations.

Key Responsibilities:


* Front Desk/Reception Responsibilities:



* Greet and assist visitors in a professional, welcoming manner.


* Answer and direct incoming phone calls using a multi-line phone system.


* Manage incoming and outgoing mail and deliveries.


* Maintain the cleanliness and organization of the front desk and lobby area.


* Monitor visitor access and issue visitor badges in accordance with security procedures.


* Manage meeting room bookings and coordinate office supplies and maintenance requests.


* Serve as a point of contact for general inquiries.


* Ordering and stocking supplies

Administrative Coordination:


* Organize and coordinate department-wide meetings, events, and training sessions, including scheduling, logistics, and materials preparation.


* Serve as primary contact for general departmental inquiries and act as liaison with other business units and external vendors.


* Support onboarding and offboarding processes for departmental staff, including coordination with IT and HR.

Document and Data Management:


* Prepare, edit, and format a variety of documents and reports.


* Maintain accurate records, manage shared drives, and ensure compliance with data privacy and retention policies.


* Track departmental budgets, process invoices, and reconcile expense reports.

Process Improvement:


* Identify, recommend, and implement improvements to administrative processes, workflows, and systems to enhance efficiency.

Project Support:


* Assist with the coordination and execution of departmental projects, including tracking deliverables and communicating timelines.


* Gather, compile, and analyze data for routine and ad hoc reporting needs.

Team Support:


* Provide scheduling, travel support, and general administrative assistance support to 2 or more executive positions.


* Coordinate supply orders, equipment requests, and facility maintenance as needed.

Compliance:


* Ensure administrative practices are in line with company policies, industry best practices, and regulatory requirements.

Qualifications:


* Associate's or Bachelor's degree preferred; equivalent relevant experience considered.


* 4-6 years of progressively responsible admini...