Senior Administrative Assistant

Key Tasks and Responsibilities:
– Type and proofread documents, correspondence and forms.
– Carry out varied assigned tasks requiring knowledge of office protocol and demonstrates an understanding of the organization, programs and procedures related to the work of the office.
– Coordinate and set up meetings and conferences, arrange travel and work on special projects.
– Maintains schedules of one or more individuals.
– Set up and maintain manual and electronic filing systems.
– Maintain office supplies and other materials required for department’s or project’s activities.
– Answer the telephone, takes and relays messages and addresses routine and non-critical issues or routes to appropriate person.
– Coordinate and process general administrative work such as time sheets, vacation requests, supply requisitions, etc.
– Photocopy, fax and scan documents as required.
– Assure effective mail and package distribution.
– Assist Employees and Managers with general administrative requests.
– Track and coordinate engineering licenses for business segment; ensure all necessary licenses are in compliance.
– Perform additional assignments under supervisor’s direction.
– Organize and schedule meetings and appointments
– Organize travel arrangements for Senior Director Marine Assets and team members such as booking flights, hotels, transportation, etc.
– Submit and reconcile expense reports for Senior Director Marine Assets
– Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
– Produce and distribute correspondence memos, letters, faxes and forms
– Research and create presentations
– Review / answer emails as needed
– Maintain up-to-date employee holiday records for the team
– Maintain contact lists
– Order office supplies
– Prepare and monitor invoices
– Special projects as assigned