Senior Administrative Assistant

Duties & Responsibilities

Administrative Support

Assist department executive, leadership, and staff with planning of special functions, visitors, and other departmental events
Arrange domestic and international travel, including itineraries and expense reporting
Complete requested expense reports for facility-related departments
Develop and maintain work instructions for repeatable tasks within the department
Receive and distribute mail to department stakeholders
Order office supplies for the facility departments
Aide in arranging/organizing facility events
Complete any special reporting or presentation needs for department stakeholders
Support front desk and reception functions as needed
Corporate Planning Support – maintain distribution lists, reserve conference rooms, and plan LatAm regional meetings
Manage the expatriate process, including travel support upon entry to the US entry, ESL set up, and mail distribution

Financial, Accounting, and Purchasing

Assist with maintaining financial records and ensuring accuracy based on accounting standards
Assist and perform end of the month department financial requirements
Issue purchase orders and process vendor invoices
Assist with collecting payments
Assist with the reconciliation of invoices with time cards, vendor hours with invoices, and P&L
Handle purchasing needs for the entire department
Obtain necessary approvals and create requisitions

Budget and Purchasing

Create Purchase Orders and perform Goods Receipts
Help control facility costs
Assist with tracking monthly facilities expense reporting, and future forecast spend communications

Experience & Qualifications

Education

High School Diploma (or G.E.D.)
Associate’s Degree in Business or related field – Preferred

Experience

5+ years of experience working as an administrative assistant or performing office work, supporting one or more senior executives, and managing the complexities of domestic and international travel
5+ years of experience with administrative and business operations systems, including travel coordination platforms, invoice processing tools, expense management software, and related workflow applications

Software/Technical Skills

Knowledge of procurement systems (SAP, Zycus, or similar platforms)
Knowledge of Travel and Expense Management Systems

Other Skills/Knowledge/Abilities

Strong communication (written and verbal) and presentation skills
Ability to build relationships with internal and external stakeholders
Strong organizational and time management skills
Problem-solving and critical thinking skills with attention to detail and follow-up
Self-motivated with the ability to work independently and within a team environment
Outstanding customer service skills and dedication to providing exceptional customer care
Ability to adapt well to change and successfully set and adjust priorities as needed