Senior Administrative Associate Job Description

Senior Administrative Associate Job Description

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Senior administrative associate provides advice and guidance to administrators, faculty, and staff regarding Departmental, College, and University academic policies, practices, and procedures, as well as enrollment issues.

Senior Administrative Associate Duties & Responsibilities

To write an effective senior administrative associate job description, begin by listing detailed duties, responsibilities and expectations. We have included senior administrative associate job description templates that you can modify and use.

Sample responsibilities for this position include:

Use extensive knowledge of internal business practices and priorities to proactively respond to daily issues and requests as authorized, keeping the applicable Partner or Director apprised of critical issues
Adheres to T&E policies, including booking travel and monthly reconciliation of business expenses for manager(s)
Utilize knowledge of company & division objectives, organizational structure, and policies & procedures
Manages and directs administrative and business functions of division or unit with responsibility for establishing, reviewing, and revising internal procedures, interpreting policies of division, department, or university for unit's personnel, supervising clerical operations, managing workflow for maximum efficiency, evaluating work progress, and determining work priorities
Performs diversified and confidential administrative duties requiring broad and comprehensive experience, skill, and knowledge of organization policies and practices
Prepare and distribute various communications and types of business reports and perform data analysis and reconciliation summarize trends and provide recommendations
Organize searches for faculty candidates
Prepare correspondence and reports requiring some understanding of technical matters
Provide calendar management for the applicable Partners and Directors including scheduling, coordinating and communicating client or business unit meetings
Facilitate invoices and expense reimbursement forms through coding, obtaining approvals and to and forwarding to accounts payable for processing

Senior Administrative Associate Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Senior Administrative Associate

List any licenses or certifications required by the position: ACLS, MT

Education for Senior Administrative Associate

Typically a job would require a certain level of education.

Employers hiring for the senior administrative associate job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Business/Administration, Education, Administrative Assistant, Healthcare Administration, Department of Education, Associates, Office Administration, Technical, Communication, Management

Skills for Senior Administrative Associate

Desired skills for senior administrative associate include:

Everyday work situations while utilizing independent judgment
Policies
Microsoft Outlook Mail and Calendar
Rules and procedures
University organizational structure
Director´s requirements
Internal business practices and priorities to proactively respond to daily issues and requests as authorized
Keeping them apprised of critical issues
Organization policies and procedures
Excel

Desired experience for senior administrative associate includes:

Warm, welcoming presence appropriate to the front desk/reception environment
Able to work flexible hours and schedule including some Saturdays and late evenings based upon project work and peak busy times
Develop, edit and format letters, PowerPoint presentations, spreadsheets, and all other client deliverables from draft stage to client-ready work
Provide calendar management for business or client meetings, including administration, scheduling, communication, and follow up activities
Assist with knowledge management administration and data entry
Five years or greater of administrative and front desk support and project work experience in a professional services and/or consulting firm environment

Senior Administrative Associate Examples

1

Senior Administrative Associate Job Description

Job Description Example
Our company is searching for experienced candidates for the position of senior administrative associate. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for senior administrative associate
  • Responsible for accurately and timely processing of external client expenses and reimbursements using multiple internal computer systems
  • Distribute correspondence, customer reporting data, and other communications to customers and producers
  • Consistently deliver high quality work within established time frames
  • Integrate and facilitate communication with individuals, the teams, the groups and other functions across the company and with CDMOs
  • Manage deadlines related to business planning other special projects
  • Generate, disseminate and maintain documents and information
  • Develop, implement and continuously improve department administrative work processes, procedures, and systems
  • Collaborate with the PTDM Admin team in South San Francisco, CA and Basel, Switzerland to support complex projects and deadlines and provide back-up
  • Ensures manager’s preparedness for meetings (e.g., assemble meeting materials & pre-reads)
  • Prioritizes and completes support requests in a timely manner
Qualifications for senior administrative associate
  • Able to work flexible hours and some overtime as needed based upon project work and peak busy times
  • Minimum of five years administrative experience supporting partners and directors in a professional services and /or consulting firm environment required
  • Bachelor degree preferred in business administration, organizational development or related field or at least five years of executive/administrative assistant experience supporting partners and directors
  • Able to work flexible hours and overtime based upon project work and peak busy times
  • Seven or more years of administrative assistance experience
  • Experience working with functional area goals, practices and procedures
2

Senior Administrative Associate Job Description

Job Description Example
Our growing company is looking for a senior administrative associate. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for senior administrative associate
  • Manage and maintain calendars and communications
  • Schedule meetings through Outlook, set up and arrange internal and external meetings/company visits
  • Prepare and manage domestic and international travel and complete travel expense reports
  • Schedule/Coordinate/Run WebEx & video conferences
  • Interact with internal & external management on a day-to-day basis while handling very confidential documents and materials through in-person and virtual meetings
  • Provide direction and coordinate workflow to clerical support persons or other administrative coordinators, as needed
  • Ensure that attention to detail and accuracy are met
  • Make recommendations to improve work processes and workflow, as appropriate
  • Assists the assigned team in various administrative or operational activities such as coordinating, scheduling and preparing for meetings or presentations, gathering information and/or conducting analyses needed for the department's work, formatting or editing departmental materials, presentations or other documentation, channeling communication between the department and other Genentech groups
  • Exceptional customer service skills and abilities to support customers from around the world and senior level management
Qualifications for senior administrative associate
  • Flexible to travel based on need whether associated with learning/CPE, quarterly meetings
  • Bachelor's degree preferred in business administration or equivalent experience required
  • Able to work flexible hours and schedule including weekends based upon project work and peak busy times
  • User expertise of office technology equipment such as videoconferencing, multi-function devices and LCD projectors
  • Must be willing to work collaboratively in a team environment
  • Must have a attention to detail and have strong customer service skills
3

Senior Administrative Associate Job Description

Job Description Example
Our company is hiring for a senior administrative associate. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for senior administrative associate
  • Serves as Human Resources contact/liaison with Corporate HR in new hire onboarding activities, administrative processes, systems, policies, practices, tools, as well general HR activities
  • Outstanding PowerPoint skills, including the ability to often research and gather information to convey in a professional and corporate environment
  • May assist with expense submissions and complex travel arrangements and itineraries, recommending options as necessary to more effectively schedule executive's time
  • Occasional assistance arranging international travel or group travel for industry conferences
  • Occasional assistance with visa and passports for broader members of department
  • General administrative duties (e.g., taking detailed notes) and special projects with constantly moving priorities
  • Assist with filing and organization of information for the team
  • Plans and coordinates on-boarding activities for new hires, including coordinating space, equipment and access management requests
  • Manages other facility related needs such as phone system changes, copier purchases, as needed
  • Works closely with peer assistants in a team environment
Qualifications for senior administrative associate
  • Being proactive determining meeting deadlines and priorities, coordinating of materials, logistics and trouble-shooting customer requests
  • Build and maintain strong collaborative partnerships
  • Candidate should have a minimum of 3 years of administrative assistant experience
  • Effective calendar management experience using Microsoft Outlook
  • Possess technical proficiencies with audio and voice equipment mobile and desktop devices
  • High energy level with excellent interpersonal skills, positive attitude and professional presence
4

Senior Administrative Associate Job Description

Job Description Example
Our company is growing rapidly and is looking for a senior administrative associate. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for senior administrative associate
  • Confidentiality as a key component and responsibility
  • Send audit reports and quarterly findings from general auditor mailbox
  • Update report publishing database
  • Send Vovici survey to audit report recipients
  • Support additional Vovici survey needs of the department
  • Send accumulated raw survey results on quarterly basis to the survey work stream audit lead
  • Point person for Paisley working with application support team and SOX PMO
  • Coordinate access to Lotus Notes Internal Audit archived files with SIU representative
  • Schedule and coordinate staff onsite/offsite meetings
  • General and confidential administrative duties
Qualifications for senior administrative associate
  • Process oriented, accuracy and quality focused with the ability to prioritize multiple tasks, proactively respond to and resolve issues, while keeping business leadership apprised of critical situations
  • Ability to respond to all client service issues in a courteous and professional manner
  • Ability to understand and strictly adhere to the brand and quality standards and procedures
  • Advanced secretarial/clerical abilities
  • Provide direct support 2 sales leaders
  • Organizational Interlock and Coordination
5

Senior Administrative Associate Job Description

Job Description Example
Our company is growing rapidly and is hiring for a senior administrative associate. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for senior administrative associate
  • Calendar management which reflects the business priorities of the team and supports efficient use of time
  • Support of internal and external meetings and events including scheduling conference rooms, making AV and WebEx arrangements, catering services, and the preparation of relevant meeting materials, bios and travel documents
  • Expense management and financial budget support, including reconciliation of the department and contributions operating budgets, effective utilization of SAP and engagement with Finance and other PCPH administrative assistants
  • Logistical support for the MSD Fellowship for Global Health
  • Department files management including the support and use of team sites
  • Confidential executive administrative support in handling a variety of HtR requests – for new hires, promotions, lateral moves and departures, awards, and other HR-related activities
  • Administrative support for other Office of CR activities as needed
  • Back-up support for PCPH lead administrative associate as needed
  • Process business and individual tax returns, utilizing firm determined processes and procedures and firm tracking systems to ensure all data is entered
  • Occasional candidate interview scheduling and meeting room support
Qualifications for senior administrative associate
  • Must be able to write material accurately, without spelling and grammatical errors
  • Highly effective and polished oral and written communication skills with competency in grammar attention to detail
  • Executive Travel & Expense Management
  • Leadership weekly Staff Meeting planning & execution
  • Project management training and/or certification preferred
  • Must be able to work flexible hours as the two leaders are in PST and CST

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