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Senior Administrative Assistant

2 months ago

Winnipeg MB, Canada Brunel Full time

Job Summary:

The Senior Administrative Assistant will provide high-level administrative support to executives and department heads, ensuring smooth day-to-day operations. This role requires a proactive, organized, and detail-oriented individual capable of managing multiple tasks with minimal supervision. The Senior Administrative Assistant will act as a key point of contact within the department and may also oversee junior administrative staff, coordinate projects, and handle sensitive and confidential information.

Key Responsibilities:

Executive Support:

  • Provide comprehensive administrative support to executives and senior management, including scheduling meetings, coordinating travel arrangements, and preparing meeting agendas.
  • Manage and maintain executive calendars, ensuring timely communication of appointments, deadlines, and follow-up actions.
  • Prepare, edit, and format reports, presentations, correspondence, and other documents.

Office Management:

  • Oversee office operations, including supply inventory, office equipment maintenance, and vendor coordination.
  • Handle incoming calls, emails, and correspondence, prioritizing and responding on behalf of executives when appropriate.
  • Coordinate and schedule team meetings, conference calls, and company events.

Project Coordination:

  • Assist in the planning and execution of department or company-wide projects and initiatives.
  • Track project progress, create reports, and ensure key milestones are met.
  • Liaise with internal and external stakeholders to support project goals.

Document Management:

  • Organize and maintain digital and physical files, ensuring proper filing and retrieval systems.
  • Manage confidential information with discretion and comply with company policies regarding data security and privacy.

Team Support:

  • Provide guidance and mentorship to junior administrative staff, ensuring best practices are followed.
  • Act as a liaison between executives and other employees, departments, and external stakeholders.
  • Assist with onboarding and training of new team members.

Qualifications:

Education:

  • Bachelor’s degree in Business Administration, Office Management, or a related field (preferred but not required).

Experience:

  • Minimum of 5 years of experience in an administrative or executive assistant role, with experience supporting senior-level executives.
  • Proven track record of handling complex administrative tasks with minimal supervision.

Skills:

  • Exceptional organizational and multitasking skills with the ability to prioritize workload.
  • Strong written and verbal communication skills, with a keen eye for detail.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software tools.
  • Experience with project management tools or software (preferred).
  • Ability to maintain confidentiality and handle sensitive information with discretion.

Other:

  • Ability to work independently and as part of a team in a fast-paced environment.
  • Strong problem-solving skills and the ability to take initiative.
  • Professional demeanor with excellent interpersonal skills.