Senior Administrative Assistant

Job Classification:

We are seeking an Administrative Assistant who can perform general administrative work of moderate difficulty and complexity. This person will operate a computer using intermediate software applications, e.g., develops complex tables and statistical charts, designs spreadsheets with basic formulas and develops routine word processing macros. Also, this person will make minor decisions and recommendations, e.g., reads, directs, and prioritizes mail, screen calls and responds to routine questions.

Other task this person will handle are schedules tentative appointments for approval by supervisor and maintains calendars, receives general instructions, and acts when general instructions indicate courses of action.

The administrative assistant may obtain or discuss data, but have very limited responsibility for obtaining approval, or cooperation. This person might respond to routing questions for supervisor and will maintain confidentiality of all information.

Please Note: this role is part time and will be on-site 5 days a week.

Specific Tasks and Responsibilities:

• Presence in office five days a week.

• Overall awareness and familiarity with all site activities – While in the office, oversee those activities are being performed as expected. Other duties include:
  • Answering door and reviewing any mail brought to the reception desk for attention or distribution to the correct party; this would include mail addressed to management personnel. Mail addressed to senior staff should be handled as instructed.
  • Liaison to the Property Management contacts – Report defects or repair issues, temperature control challenges, or any other facility specific problems.
  • Receive any vendors and monitor activities.

• Destruction – Become well acclimated to destruction processes. While these activities will be initiated by vendor personnel, this role should be the conduit to obtaining approvals for destruction.

• Communication to Management on status of office activities, issues, and observations. This role should be a contact point to vendor personnel.

• Maintenance and distribution of phone contacts (internal and external); Emergency and Call Tree lists

• Procurement Activities:
  • IT Procurement for physical equipment and software
  • Procurement of supplies including envelopes; inventory of all folders, paper, etc. Respond to employees’ needs for supplies – Track inventory as needed (We should have a list of all equipment in the possession of our Associates.)

• Access and Procurement Activities:
  • Become familiar with protocols on requesting access for NWA employees; Superior follow through and tracking of process.
  • Become familiar with basic problem solving and escalation of issues related to access.
  • Review lists of expiring access and track and resolve these issues; strong communication required.

• Internal Team Access and Procurement Activities:
  • Become familiar with protocols on requesting Access for new personnel in support of Management; Superior follow-through and tracking of process.
  • Review lists of expiring access and track and resolve these issues; strong communication required.

• Reporting Activities:
  • We will define specific reporting that will be owned by this role. Possible reporting task are as follows:
    • Monthly – Scorecard – drafted for Management commentary and finalization.
    • Weekly Productivity
    • Weekly Quality
    • Create top performers weekly reporting for staff – Top 5 performers in multiple categories.

• Assist in office Re-fresh with inventory of equipment and supplies at each desk
  • Assessment on what’s needed to prepare office for Opening
  • Updating and designating shared desks areas.