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Senior Administrative Assistant in Memphis, TN at Vaco

Date Posted: 5/15/2019

Job Snapshot

Job Description

Responsible for providing administrative and operational support to Executive management, Senior leaders and other members within the department, as well as, performing special projects as assigned.

ESSENTIAL JOB FUNCTIONS

1. Responsible for overseeing day to day office management function of the department. Utilizes excellent service techniques when answering phones. Responsible for pointing vendors and client callers to the appropriate staff member or department. Involves working within an established office environment under normal lighting and climate controls.

2. Responsible for handling the senior leader's calendar, including scheduling meetings, reviewing calendar and resolving conflicts. Makes travel arrangements for the management and/or staff.

3. Uses a relatively high degree of concentration to handle sensitive and confidential documents, telephone calls, and personal contacts as required for departmental leaders. Responsible for sorting and prioritizing the mail and ensuring that time sensitive documents are brought to the attention of Management as appropriate.

4. Uses typing knowledge to compose, create and visually proofread letters, reports, forms, memos, and other correspondence as requested by management team. Enters information on the computer. Updates and maintains computer files. Requires excellent proof-reading skills and use of a personal computer.

5. Obtains and distributes mail and packages.

6. Reports equipment failures such as copier machine jams and general printer problems. Updates numbers on departmental fax machine and distributes fax correspondences to staff.

7. Works with team members to create power point presentations, proposals, and reports. Generates reports as requested.

8. Uses relatively high degree of concentration to perform special projects including, but not limited to, setting up conference calls, creating spreadsheets in excel, and troubleshooting technical issues with office machinery.

9. Organizes internal functions including staff lunches and retreats. Orders food, helps to plan agenda, provides materials needed for event.

10. Codes bills and invoices. Reviews and develops purchase orders. Submits forms to the appropriate departments for processing. Maintains expense spreadsheet.

11. Orders supplies. Ensures supply closet is well stocked and maintained. Orders needed equipment and supplies for new employees within the department.

12. Maintain department's filing system.

OTHER JOB FUNCTIONS

1. Performs other various job functions as may be assigned.

2. Performs job duties as assigned as part of Business Continuity Management Program, including annual maintenance and testing of business continuity, disaster recovery and emergency response plans.

Responsible for providing administrative and operational support to Executive management, Senior leaders and other members within the department, as well as, performing special projects as assigned.

  • Requires ability to understand general arithmetic; speak and write in a clear and understandable manner for internal/external relations; understand difficult verbal or written instruction; must demonstrate proficiency in data processing applications (Microsoft Word and Excel for Windows); knowledge ordinarily acquired through attainment of a high school diploma or GED, and 5-7 years of office/administrative experience.
  • Must possess a valid driver's license.