Senior Administrative Assistant

CareFirst Arena; Washington (District of Columbia); On-site; USD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking a Senior Administrative Assistant to provide high-level support to the SVP of Operations. This role involves managing confidential information, coordinating budgets, and acting as a liaison between various stakeholders. The ideal candidate will have a strong background in administrative support, excellent organizational skills, and proficiency in MS Office. Join a dynamic team where your contributions will directly impact the efficiency of operations and support the executive leadership in achieving strategic goals.

Qualifications

• Bachelor's degree or 5+ years of experience in a related field.
• Proficiency in MS Office Suite is essential.

Responsibilities

• Manage the SVP's operational budget and calendar.
• Serve as liaison between departments and high-level officials.
• Prepare reports, agendas, and manage correspondence.

Skills

Administrative Support

Budget Management

Communication Skills

Confidentiality

Organizational Skills

MS Office Suite

Education

Bachelor's Degree in Business Administration

5+ years in Administrative Role

Tools

MS Office Suite

Job description

The Senior Administrative Assistant performs high-level administrative support for the SVP, Operations. Duties involve performing varied, responsible, and highly confidential work for the SVP. The incumbent is expected to provide a full range of administrative support and become familiar and involved in the functions and responsibilities of the SVP, Operations. The Senior Administrative Assistant has wide latitude for exercising independent judgment and performs both assigned and independent staff work. The incumbent reports directly to the SVP, Operations.

Responsibilities

• Serve as liaison between department heads, Service Partners, and the SVP, Operations, providing follow-up on various matters related to the day-to-day operations of all campuses (Convention Center, ESA, and SED).
• Manage the SVP, Operations' operational budget.
• Train administrative support staff across campuses on office operations and procedures for departments reporting to the SVP, Operations.
• Serve as liaison between Administrative Assistants/Specialists and the Financial Management Division (FMD) to ensure policies and procedures are followed.
• Interface with various high-level federal, district, and industry officials. Accompany the SVP, Operations to meetings (including WCSA Board of Directors and similar high-level executive meetings) and conferences with these officials.
• Open, read, transcribe, or redirect incoming mail, email, and voicemail. Prioritize remaining mail and identify or recommend appropriate actions. Handle, resolve, or compose responses for signature.
• Maintain an ongoing database of key information, including contact details, electronic and paper files, and communication materials, ensuring utmost security and professionalism with confidential materials.
• Use discretion, confidentiality, and good judgment to handle C-Level matters.
• Reconcile the SVP, Operations' corporate credit card and travel/non-travel expenditures.
• Audit financial management documentation from department heads requiring approval from the SVP, Operations.
• Maintain the SVP, Operations' calendar, independently schedule appointments, meetings, and off-site activities, and arrange travel reservations and itineraries. Prepare background materials as needed.
• Prepare special and recurring reports, researching, analyzing, and summarizing information from various sources.
• Understand division policies, procedures, and departmental methods to conduct duties effectively. Set priorities independently. Often act as the point person for department requests for information.
• Prepare for meetings by creating agendas, preparing materials and presentations, scheduling conference spaces, and managing related budgets.
• Prepare or oversee the preparation of minutes, memos, manuals, agendas, and correspondence with supporting documentation.
• Open, sort, and respond to incoming correspondence, or assign responses to appropriate staff.
• Screen calls and visitors, providing answers within scope or referring to relevant staff.
• Determine urgency and prioritize conflicting tasks, identifying critical items and delegating as needed.
• Establish and maintain electronic and hardcopy filing systems for the SVP, Operations.
• Perform other related tasks as assigned by the SVP, Operations.

Qualifications

• Bachelor's degree from an accredited college or university in Business Administration or a related field, OR
• Five (5) years of progressively responsible experience in the convention, exhibition, or hotel industry as an Executive Secretary or Administrative Assistant, OR
• An equivalent combination of related experience, training, and education.
• Proficiency with MS Office Suite, including Excel, Word, Access, and PowerPoint.

Job Info

• Job Identification: 401
• Posting Date: 05/05/2025, 02:21 PM
• Location: 801 Allen Y. Lew Place NW, Washington, DC, 20001, US