Sr. Executive Staff Assistant to Chief Administrative Officer

The Sr. Executive Staff Assistant provides comprehensive administrative, operational, and technical support to the Executive Officer and Shared Services Administration team. This role is responsible for coordinating day-to-day activities, managing critical processes, and ensuring seamless communication across multiple departments and organizational levels. The ideal candidate will exercise sound judgment, operate with a high degree of autonomy, and manage sensitive and confidential information with discretion.

In addition to traditional administrative duties, this position requires strong analytical, organizational, and project management skills to support the operational efficiency of Shared Services Administration. The Sr. Executive Staff Assistant will play a key role in coordinating cross-functional activities, managing departmental metrics, and contributing to the development of reports, presentations, and process improvements.

This position requires a proactive mindset, attention to detail, and the ability to anticipate needs and prioritize tasks in a dynamic environment.

Assist with additional tasks and responsibilities as needed to support the Executive Officer and Shared Services Administration team.

Job Duties:

- Executive Support:

- Provide administrative assistance to the Executive Officer, including scheduling, calendar management, correspondence, travel arrangements, and meeting coordination.

- Draft, proofread, and finalize high-quality communications, reports, and presentations.

- Act as a liaison between the Executive Officer, staff, and external stakeholders, ensuring timely and accurate communication.

- Maintain awareness of organizational priorities to anticipate needs and optimize the Executive Officer's time and focus.

- Administrative and Operational Management:

- Coordinate and oversee department-wide administrative processes, including invoice processing, supply ordering, and expense reporting in compliance with corporate policies.

- Manage departmental systems such as SharePoint sites, document management platforms, and other tools to facilitate information sharing and collaboration.

- Support the preparation of business continuity plans, budget planning, and ongoing cost tracking activities.

- Process and Project Support:

- Analyze existing processes and provide recommendations for improving operational efficiency within Shared Services Administration.

- Assist in the development of business requirements, functional specifications, and process documentation to enhance team workflows.

- Collaborate with cross-departmental stakeholders to gather data, compile reports, and track progress on key initiatives.

- Meeting and Event Coordination:

- Plan, schedule, and manage logistics for internal and external meetings, events, and special projects.

- Develop agendas, prepare meeting materials, and ensure follow-up actions are documented and completed.

- Provide support for executive-level presentations and reports, including those for the Board of Directors and senior leadership.

- Confidentiality and Professionalism:

- Handle sensitive and confidential information with the utmost discretion and professionalism.

- Develop and maintain strong professional relationships with internal and external stakeholders to uphold the credibility and reputation of the Executive Officer's office.

- Serve as a resource and backup for other Executive Assistants as needed.

Required Qualifications:

Education: Associate's Degree in Business Administration or related field.

Experience: Minimum of 5-6 years of experience in an executive assistant, administrative, or coordination support role.

Equivalent Experience: High school diploma or GED with 8-10 years of administrative experience, demonstrating increasing levels of responsibility.

Specialized Skills:

- Ability to manage confidential and sensitive information with discretion

- Strong verbal and written communication skills, with proficiency in composing correspondence, memoranda, and meeting minutes using correct grammar, spelling, and punctuation

- Exceptional organizational and time-management skills, with the ability to multitask, prioritize, and meet deadlines in a dynamic environment

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as SharePoint

- Strong analytical and problem-solving skills, with the ability to gather and synthesize data into actionable insights

- Knowledge of organizational structure and operations

- Ability to work independently and collaboratively within a team

- Positive attitude, flexibility, and a willingness to learn

Licenses/Certifications: Certified Administrative Professional