Job Title: Senior Administrative Assistant
Location: Cedar Rapids, IA
Zip Code: 52498
Duration: 12 Months
Pay Rate: $25.5/hr.
Keyword's: #CedarRapidsjobs; #Administrativejobs;
Start Date: Immediate
Job Summary
We are currently seeking a Senior Administrative Assistant to join our team in Cedar Rapids, IA. This position will be a contract position supporting a Senior Director of Program Management and the Program Management department. This is an onsite position based in Cedar Rapids, Iowa.
Job Responsibilities:
* Works in a confidential and highly responsive relationship with Senior Director of Program Management. Also provides administrative support to organization leaders and team members.
* Assist with calendar management by making priority decisions to resolve schedule conflicts, monitor email communication and highlight urgent matters requiring attention, prepare activity reports, and assist with leadership engagement opportunities.
* Schedule meetings/conference rooms, arrange domestic and international travel, prepare expense reports, and maintain department calendars.
* Serve as the focal point for coordinating onsite and offsite customer meetings, including all meeting logistics, catering, and site clearance.
* Collaborate with other administrative assistants to share knowledge and schedule activities with senior leadership across the business, including resolving schedule conflicts.
* Proofread presentation content to ensure proper spelling, punctuation, and grammar usage; may perform minor document revisions to enhance clarity and formatting.
* Establish, maintain, and revise departmental files and readily identifiable control files for matters in progress.
* Create and administer directorate Teams / SharePoint sites.
* Plan morale events, track and maintain directorate budgets, and assist leaders in determining budget requirements.
* May prepare materials for directorate level meetings, All Hands meetings, and Skip Levels.
* Interface with personnel from numerous departments and external contacts to exchange information requiring limited interpretation or discussion.
* Maintain office supplies, including tracking, ordering, and organizing.
* Assist in tasks associated with hiring and onboarding of new employees.
* Perform other duties as requested by leadership, including special projects as assigned.
* Maintains calendars, schedules appointments, arranges departmental meetings/conferences, and attends meetings to take notes.
* Prepares materials for departmental meetings.
* Coordinates and executes departmental events.
* Coordinates travel for department personnel and assists in expense report preparation.
* May track and maintain departmental budgets and assist management in determining budget requirements.
* Collaborates with other Administrative Assistants to share knowledge and coordinate inter-departmental activities.
* Acts as administrator for department websites, including site content updates, managing user access, and assisting users with questions.
* Establishes, maintains, and revises departmental files and readily identifiable control files for matters in progress.
* Maintains office supplies for department, including tracking, ordering, and organizing.
* Assists in tasks associated with hiring and onboarding of new employees.
* Drafts email communications and announcements at an organizational level.
* Maintains organization charts and distribution lists.
* Types and assembles data (i.e., tables, charts, reports, and memorandums) from verbal or written instruction; applies basic knowledge of equipment capabilities to plan details of formatting, spacing and page layout.
* Proofreads presentation content ensuring proper spelling, punctuation, and grammar usage; may perform minor document revisions to ensure clarity.
* Receives and prioritizes telephone calls, business visitors, and incoming mail, routes mail, and inquiries to proper personnel.
* Interfaces with personnel from numerous departments and possible external contacts to exchange information requiring limited interpretation or discussion.
* Other administrative tasks, as delegated and requested.
Preferred Skills/Experience:
* Proficiency in Microsoft Word, PowerPoint, Excel and Outlook, Office 365 and all products.
* SAP, Concur, SharePoint experience.
* Strong background in customer service.
* Event planning experience.
* Excellent time management skills and ability to effectively prioritize work.
* High-level problem-solving skills and attention to detail.
* Excellent verbal and written communication skills.
* Self-starter, able to work independently.
* Enjoy working as part of a team and able to work well with others.