Senior Administrative Assistant

Senior Administrative Assistant at Belcan Senior Administrative Assistant at Belcan in ROBINS, Iowa Posted in 3 days ago.

Type:

full-time

Job Description:

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 / Point 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, Point 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.