Senior Administrative Assistant

Ultimate Staffing; Tampa (FL); On-site; USD 52,000 - 65,000; Full time

Job summary

Ultimate Staffing Services is seeking a detail-oriented Senior Administrative Assistant to support senior management and ensure smooth office operations in a fast-paced environment.

The role involves managing calendars, scheduling meetings, coordinating travel, preparing reports, and serving as the IT liaison for meetings and vendor interactions. A solid administrative background is essential.

Qualifications

• Associate’s degree and five (5) years of progressively responsible experience in an administrative secretarial role, or seven (7) years of progressively responsible experience in an administrative secretarial role.

Responsibilities

• Manage daily office operations and support staff across departments.
• Greet and assist leaders, Board members, visitors; route calls and prioritize senior manager communications.
• Plan and coordinate senior managers' appointments, meetings, and conferences, including logistics.
• Schedule and organize activities for senior managers.
• Manage calendars, messages, and travel for senior managers.
• Prepare documents, travel/expense reports, and other business-related forms.
• Track time-sensitive meetings and events; ensure timely completion.
• Distribute meeting packets and ensure documents meet standards.
• Prepare spreadsheets, presentations, and budget reports; develop department templates.
• Manage office supplies; liaison for IT and vendor interactions.
• Respond to staff queries; schedule maintenance and repair of office equipment and furniture.
• Assist with special programs/projects.
• Perform moderate math calculations and interact with staff and public.
• Establish and maintain records and filing systems; work independently.

Education

Associate’s degree in business administration/marketing/communications

Job description

Salary: USD52000 - USD65000 per year

Senior Administrative Assistant

Ultimate Staffing Services is actively seeking a detail-oriented and organized Senior Administrative Assistant to join a client’s dynamic team. This position is crucial in supporting senior management and ensuring smooth office operations in a fast-paced environment.

Responsibilities:

• Manage daily office operations, ensuring smooth administrative processes, and support staff across departments to optimize productivity and efficiency.
• Welcome, direct, and assist community leaders/partners, Board members, and visitors to the department; answer and route telephone calls appropriately; prioritize requests for contact and/or communication with senior manager(s) and/or staff.
• Plan, schedule, and coordinate the logistics of a variety of senior manager(s) and department appointments, meetings, and/or conferences; may coordinate food and beverage, audio/visual, and other special requests.
• Schedule, organize, and assist with activities such as appointments, meetings, and/or conferences for senior manager(s).
• Manage department senior manager’s messages, calendars, and travel arrangements.
• Support the senior manager(s) and department by performing complex and confidential administrative and clerical functions, such as drafting and/or editing a variety of documents, correspondence, preparing monthly travel/expense reports for the department staff and other business-related forms/documents.
• Prioritize and track time-sensitive Foundation/department meetings, events, and assignments to ensure timely completion.
• Assist with the distribution of meeting packets; ensure documents meet established format, content, grammatical, and brand standards.
• Prepare spreadsheets, presentations, and/or statistical and budget reports; develop templates for department use.
• Manage office supplies and orders, act as the IT liaison for meetings/convening and vendor interaction.
• Respond to staff queries on office management; schedule maintenance and/or repair of office equipment and furniture necessary for seamless operations; act as primary contact for building management.
• Assist with special programs and projects as requested.
• Calculate mathematical problems of moderate difficulty.
• Use interpersonal skills to interact with co-workers, supervisors, the general public, etc. to sufficiently exchange or convey information and to receive work directions.
• Establish and maintain records and filing systems for the purpose of maintaining and easily retrieving accurate information.
• Work independently with minimal supervision.

Education/Experience:

Associate’s degree in business administration, marketing, or communications and five (5) years of progressively responsible experience in an administrative secretarial role, or seven (7) years of progressively responsible experience in an administrative secretarial role; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Work Hours:

Monday – Friday, 8:30 AM – 5:30 PM

11 paid holidays per year

Salary Range: $25.00 - $31.00 per hour