Senior Administrative Assistant

Job Description

&The Senior Administrative Services Associate provides high-level administrative support to the Executive Director at a dynamic manufacturing site. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, detail-oriented, and capable of handling confidential information with professionalism.

Key Responsibilities:

• Leadership Support:

• • Manage complex calendars, schedule meetings, and coordinate travel arrangements.

  • Prepare and edit correspondence, reports, presentations, and other documents.

  • Serve as a liaison between leaders and internal/external stakeholders.

• Site Coordination:

• • Support site-wide communications and initiatives led by the Executive Director.

  • Assist in planning and executing site events, town halls, and leadership visits.

  • Maintain awareness of site operations to anticipate administrative needs.

• Administrative Operations:

• • Manage interview scheduling, expense reports, purchase orders, and other administrative transactions.

  • Maintain organized filing systems (digital and physical) for executive documentation.

  • Track and follow up on action items and deadlines.

• Project Support:

• • Assist with special projects and initiatives as assigned by leadership.

  • Compile data and prepare summaries or reports for executive review.

Qualifications:

• Required Education:

• • High school diploma or equivalent required.

  • Associate’s or Bachelor’s degree preferred

• Experience:

• • Minimum of eight (8) years of administrative experience (or equivalent), preferably supporting senior leadership.

  • Proven ability to effectively and efficiently manage calendars for multiple executives, including complex scheduling, time-zone coordination, and prioritization.
  • Demonstrated experience with project coordination: tracking timelines, deliverables, and cross-functional follow-up.
  • Experience with event planning and coordination (internal town halls, offsites, investor meetings, client events).
  • Experience with expense reporting and budget tracking: reconciling credit card statements and submitting reports.
  • Office management and vendor coordination experience: managing supplies, facilities requests, and vendor relationships.
  • Expert with productivity suites: advanced Microsoft Office (Outlook, Word, Excel, PowerPoint) and/or Google Workspace
  • Experience with calendar and scheduling tools including Outlook/Exchange, Google Calendar, Calendly, Doodle
  • Experience with travel and expense tools including Concur, Expensify, SAP Concur.
  • Experience with collaboration and project tools including Slack, Microsoft Teams, Asana, Trello, Monday.com, Notion.
  • Experience with video conferencing platforms including Zoom, Webex, Google Meet.
  • Basic IT troubleshooting - the ability to manage AV for meetings.
  • Excellent written and verbal communication skills.
  • Strong decision making and judgement ability: Prioritization under ambiguity and shifting priorities; Gatekeeping: screening requests and protecting executive time effectively; Ability to escalate appropriately and make low-to-medium impact decisions independently.
  • Demonstrated experience handling confidential and sensitive information with discretion and integrity
  • Experience preparing materials for board meetings and understanding governance processes.
  • Strong time management and problem-solving abilities.

  • Experience in a manufacturing or industrial environment is a plus.

Work Environment:

• This is an on-site role at a manufacturing facility.

• May require occasional flexibility in hours.

#MSJR

Required Skills:

Accountability, Accountability, Communication, Communication Management, Data Entry, Document Management, Event Planning, Executive Business Management, Executive Summary, File Management, Financial Budgeting, Microsoft Office, Microsoft Office Support, Office Applications, Office Equipment, Presentation Preparations, Process Improvements, Project Management, Project Support, Purchase Orders, Scheduling, Scheduling Interviews, Software Proficiency, Stakeholder Engagement, Stakeholder Relationship Management {+ 5 more}

Preferred Skills:

Current Employees apply