Senior Administrative Assistant

Summary

The individual in this role is responsible for ensuring smooth day-to-day operations of the office by handling administrative tasks, coordinating office activities, and providing support to both internal staff and external visitors. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a growing team. This individual will be able to function effectively within a dynamic environment under minimum supervision.

Responsibilities

• Manage the day-to-day operations of our office, including deliveries and corporate meetings
• Interface directly with our executive team to help coordinate major meetings, calendars, and other duties as necessary
• Liaise with building/facility management to address any maintenance or safety issues that arise including the dissemination of email notifications to office employees communicated by landlord related to office and building updates, etc.
• Manage vendor contracts and relationships
• Provide support for Receiving Manager including receiving, sorting and distributing incoming mail and freight, maintaining the office environment, snacks, incoming/outgoing mail and packages
• Assist other office departments with various projects that could include visitor management, ordering questions, and meeting preparation
• Support team in preparing presentations, reports, and memos as needed
• Manage travel reservations for the team including air, hotel, and car
• Assist in organizing internal communications and meetings
• Serve as the marketing support including coordination of logistics and materials for conferences, exhibitions and events
• Provide ad-hoc assistance to individuals and team as needed
• Serve as the primary back up for the Office Manager

Qualifications

• Minimum of 3+ years providing senior administrative-level support for a dynamic and growing organization
• Extensive knowledge of managing external resources and contracts within facilities, and corporate tools / systems
• Excellent written and verbal communication skills
• Outstanding organizational skills and attention to detail
• Strong problem-solving and multi-tasking skills Knowledge of Excel, Microsoft Outlook, Word, Power Point
• Ability to successfully execute multiple high priority tasks

QuEra is committed to cultivating a diverse work environment and is proud to be an equal opportunity employer. We highly value diversity in our current and future employees and do not discriminate (including in our hiring and promotion practices) based on race, religion, color, national origin, gender, gender expression, sexual orientation, age, marital status, veteran status, disability status, or any other characteristic protected by law.