Senior Administrative Assistant

Role Overview

The Senior Administrative Assistant delivers high-level support to executives and the department by managing calendars, coordinating meetings and travel, and overseeing expense processing and financial record-keeping. This role ensures seamless daily operations through strong organization, proactive communication, and efficient execution of administrative and operational tasks.

Duties & Responsibilities

Administrative Support

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• 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

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• 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

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• 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

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• High School Diploma (or G.E.D.)
• Associate's Degree in Business or related field - Preferred

Experience

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• 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

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

Other Skills/Knowledge/Abilities

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• 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

Additional Details for This Role

This role will be a hybrid role. Subject to business needs, employees may work remotely up to two days per week. Assigned office days will be determined by your manager. #LI-Hybrid

Base Salary

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• The targeted base salary range for this position is $28.85 - $36.00 per hour.
• Base salary is determined by the education, experience, knowledge, skills, and abilities of the successful candidate, as well as factors such as internal equity, cost of labor in the hiring location, and alignment with market data.
• The base salary accounts for the entirety of the on-target earnings for this role. No additional incentives or variable pay are applicable.