Senior Administrative Assistant

Ultimate Staffing Services; Tampa (FL); On-site; USD 34,000 - 43,000; Full time

Job summary

Ultimate Staffing Services is seeking a Senior Administrative Assistant to join their client's team in Florida. This role focuses on professional, organized support of day-to-day administrative tasks and serves as the face of the department with community leaders, Board members, and staff.

Responsibilities include managing office operations, coordinating meetings, drafting documents, travel and expense reports, and maintaining schedules and records.

Qualifications

• Associate’s degree in business administration, marketing, or communications.
• Five (5) years of progressively responsible experience in an administrative secretarial role, or seven (7) years of similar experience, or an equivalent combination of education and experience.

Responsibilities

• Manage daily office operations to ensure smooth administrative processes, optimizing productivity and efficiency across departments.
• Welcome, direct, and assist community leaders, Board members, and visitors; handle telephone calls and prioritize communications with senior managers and staff.
• Plan, schedule, and coordinate logistics for appointments, meetings, and conferences, including special requests like food and beverage arrangements.
• Support senior managers by performing complex and confidential administrative tasks such as drafting documents, preparing travel and expense reports, and editing correspondence.
• Maintain and track time-sensitive meetings, events, and assignments to ensure timely completion.
• Assist with document preparation, ensuring adherence to established format, content, and brand standards.
• Prepare spreadsheets, presentations, and budget reports; develop templates for departmental use.
• Manage office supplies, act as IT liaison for meetings, and handle vendor interactions.
• Respond to staff queries, schedule maintenance and repair of office equipment, and act as the primary contact for building management.
• Assist with special programs and projects as needed.
• Calculate mathematical problems of moderate difficulty.
• Use interpersonal skills to effectively exchange information and receive work directions.
• Establish and maintain records and filing systems for accurate information retrieval.
• Work independently with minimal supervision.

Education

Associate’s degree in business administration, marketing, or communications

Job description

Salary: USD25 - USD31 per hour

Position Overview

Ultimate Staffing Services is actively seeking a Senior Administrative Assistant to join their client's esteemed team in Florida. This role is pivotal in ensuring the seamless execution of day-to-day administrative tasks and requires a high level of professionalism and organizational skills. The Senior Administrative Assistant will be the face of the department, interacting with community leaders, Board members, and staff at all levels, and will be responsible for a variety of administrative and clerical duties to support the department leadership.

Responsibilities

• Manage daily office operations to ensure smooth administrative processes, optimizing productivity and efficiency across departments.
• Welcome, direct, and assist community leaders, Board members, and visitors; handle telephone calls and prioritize communications with senior managers and staff.
• Plan, schedule, and coordinate logistics for appointments, meetings, and conferences, including special requests like food and beverage arrangements.
• Support senior managers by performing complex and confidential administrative tasks such as drafting documents, preparing travel and expense reports, and editing correspondence.
• Maintain and track time-sensitive meetings, events, and assignments to ensure timely completion.
• Assist with document preparation, ensuring adherence to established format, content, and brand standards.
• Prepare spreadsheets, presentations, and budget reports; develop templates for departmental use.
• Manage office supplies, act as IT liaison for meetings, and handle vendor interactions.
• Respond to staff queries, schedule maintenance and repair of office equipment, and act as the primary contact for building management.
• Assist with special programs and projects as needed.
• Calculate mathematical problems of moderate difficulty.
• Use interpersonal skills to effectively exchange information and receive work directions.
• Establish and maintain records and filing systems for accurate information retrieval.
• Work independently with minimal supervision.

Qualifications

• Associate’s degree in business administration, marketing, or communications.
• Five (5) years of progressively responsible experience in an administrative secretarial role, or seven (7) years of similar experience, or an equivalent combination of education and experience.

Required Work Hours

Monday to Friday, 8:00 AM – 5:00 PM

The position offers a competitive pay range of $25 to $31 per hour.