Sr. Admin. Assistant

The Senior Administrative Assistant is responsible for providing administrative support to the President, Leadership Team, Board Chairman, Board, Sales Department and Accounting departments. In addition, s/he will coordinate travel planning for the executives and the sales organization.
• Prepares written correspondence, PowerPoints, and other correspondence for the President, Chairman and Board Committee Chairs, as needed.
• Greet and welcome JOA customers, vendors, and visitors to the company, and announce them to appropriate employees.
• Administers the visitor process – specifically assisting with the online process and ensuring all forms are completed as necessary.
• Receives and routes incoming calls via the company switchboard.
• Receive and print company invoices via fax and email.
• Sort mail to different mailboxes.
• Print receiver reports and sort documents to match the reports.
• Orders new credit cards and matches receipts to corporate card charges
• Enters daily (US) and weekly (Euro) cash application
• Maintain company vehicle schedule.
• Processes outgoing 1st Class, Priority, Certified and Express Mail on a daily basis.
• Manage postage for employee mail.
• Scan documents and enter data.
• Copies and receives company communications via fax and e-mail.
• Reviews President and Sales Department e-mails and responds as appropriate.
• Attends Board and Shareholder meetings to capture notes and actions resulting from the meeting. Supports Board secretary in this role.
• Opens and distributes mail for President and Sales Department.
• Maintains the President’s calendar.
• Manages calendars of key individuals within the company.
• Arranges travel plans for President, Sales, and others as requested.
• Secures hotel reservations and ground transportation shuttle service for visiting customers as requested.
• Maintains JOA Guest house calendar and coordinates with Building and Grounds personnel the unlocking of the houses and cleaning when required.
• Orders JOA promotional items as required, maintaining a supply of JOA t-shirts for sales use.
• Coordinates catered lunches for meetings.
• Review e-mails that come in to info@joa.com and directs to the appropriate Joa departments
• Selects, orders, and prepares Christmas Cards for Sales Department.
• Arranges off-site meetings for the Leadership Team.
• Secures signatures for Patent Applications.
• Perform other administrative tasks as requested.
• Collaborate with others (including in person) to proactively develop broad-based personal knowledge, skills, and abilities towards key JOA competencies.
Job Requirements
• Education generally equivalent to an Associate’s Degree in business preferred
• Requires 6+ years of administrative experience plus office management experience desirable
• Requires mathematical skills that require the ability to add, subtract, multiply and divide.
• Requires a strong knowledge of Microsoft Office Applications including Word, Outlook, and Excel.
• Requires command of oral and written English language skills to communicate professionally and effectively with employees and customers worldwide.
• Exercises a high level of judgement and confidentiality in dealing with sensitive information, particularly as it relates to shareholders, directors of the Board, executives, and other employees.