Senior Administrative Assistant

Job Summary:

As a Senior Administrative Assistant, you will provide comprehensive administrative support to our Chief Administrative Officer while also taking on supervisory responsibilities. Your financial expertise, attention to detail, and excellent organizational skills will be crucial to ensuring the smooth operation of our financial processes and the efficient management of our administrative team.

Key Responsibilities:

Financial Support:

   - Assist in financial record-keeping and data entry tasks.

   - Monitor and manage financial transactions, including accounts payable and receivable.

   - Assist in preparing and maintaining financial reports, spreadsheets, and budgets.

   - Coordinate with the finance team to ensure compliance with financial policies and procedures.

   - Assist in financial analysis, such as cost tracking and forecasting.

Administrative Oversight:

- Supervise and mentor Administrative Assistants, providing guidance and support in their daily tasks.

   - Coordinate and delegate administrative assignments to the administrative team.

   - Establish and enforce administrative procedures, policies, and standards to optimize efficiency.

   - Monitor the performance of the administrative team, providing regular feedback and conducting performance evaluations.

   - Ensure the administrative team is well-organized and equipped to meet deadlines and objectives.

Calendar and Communication Management:

   - Manage the calendars of the team- scheduling meetings, appointments, and conferences.

   - Prioritize and screen incoming communication, including emails, phone calls, and correspondence, and respond on behalf of the finance department when necessary.

   - Coordinate travel arrangements and accommodations for finance personnel.

Document Management:

   - Maintain and organize financial documents, records, and contracts.

   - Ensure compliance with document retention policies and security protocols.

   - Oversee the filing system to facilitate easy access to critical financial information.

Project Support:

   - Provide administrative support for finance-related projects, including research, data collection, and presentation preparation.

   - Assist in project planning, tracking project timelines, and coordinating with team members to ensure project goals are met.

Qualifications:

- Associate degree in finance, business, or a related field or two years management experience.

- Proven experience as a Senior Administrative Assistant or Management role with a focus on financial tasks.

- Strong financial acumen and knowledge of financial principles and terminology.

- Supervisory experience or the ability to lead and mentor a team effectively.

- Proficiency in financial software and tools, such as Microsoft Excel, QuickBooks, or other accounting software.

- Excellent organizational and time management skills.

- Exceptional attention to detail and accuracy.

- Strong written and verbal communication skills.

- Ability to handle sensitive and confidential financial information with discretion.

- Proficiency in office software (e.g., Microsoft Office Suite).

- Exceptional multitasking abilities.