Senior Administrative Assistant

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

Benefits offered by this job

Health

Vision

Dental

LTD

STD + 11 paid holidays

Job summary

Ultimate Staffing Services is actively seeking a detail-oriented and organized Senior Administrative Assistant to join a client's dynamic team in Tampa. The role supports senior management and ensures smooth office operations in a fast-paced environment.

Responsibilities include managing daily office operations, greeting visitors, routing calls, coordinating calendars and travel, preparing documents, and maintaining confidential records.

Qualifications

• Detail-oriented and organized candidate for Senior Administrative Assistant role.
• Associate's degree in business administration, marketing, or communications is required.

Responsibilities

• Manage daily office operations and support staff across departments.
• Welcome and assist senior leaders, board members, and visitors.
• Answer and route telephone calls appropriately.
• Coordinate calendars, meetings, and travel arrangements for senior managers.
• Prepare documents, travel/expense reports, and maintain filing systems.
• Ensure timely completion of department meetings and events.

Skills

Detail oriented

Organized

Education

Associate's degree in business administration/marketing/communications

Job description

Senior Administrative AssistantUltimate 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

Benefits

• Health
• Vision
• Dental
• LTD
• STD11 paid holidays per year

Salary Range

$25.00 - $31.00 per hour

Equal Employment Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status.

We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.