Sr. Administrative Assistant
Location: Uptown
Salary: $75,000 - $85,000 + bonus + profit sharing + excellent benefits
Work Environment: Business casual; flexible, hybrid schedule after 90-day probationary period
Our client, a nonprofit, training organization, is hiring a Sr. Administrative Assistant to support its Chief Executive Officer and Chief of Staff/Board Coordinator. The firm offers excellent flexibility in schedule, a newly built office with dedicated underground parking, and a casual to business casual dress code.
This role serves as a strategic partner and trusted extension of the CEO, providing high-level support, representing the CEO with the Board, and attending Board, leadership, committee, and strategy meetings. The ideal candidate brings exceptional executive presence, strong writing and editing skills, and the ability to proactively manage the CEO's priorities, calendar, and preparation for key meetings, presentations, and communications. Success requires a highly organized, adaptable professional who thinks strategically, anticipates needs, manages ambiguity, and helps the CEO stay focused on organizational goals in a fast-paced, ever-changing environment.
Essential Duties and Responsibilities
- Provide proactive administrative and operational support to the CEO, ensuring the efficient day-to-day operation of the Office of the CEO.
- Partner with the CEO and Chief of Staff/Board Coordinator to ensure the CEO is informed, prepared, and appropriately supported for all commitments and responsibilities.
- Manage and coordinate the CEO's calendar, including meetings, appointments, travel time, and preparation requirements.
- Arrange and manage travel logistics, lodging, expense reports, and related administrative tasks.
- Reconcile corporate credit card expenses in collaboration with the accounting department.
- Draft and prepare correspondence, presentations, reports, biographies, handouts, applications, membership renewals, and other supporting materials.
- Research, prioritize, and address incoming issues and inquiries directed to the CEO, including sensitive and confidential matters, recommending appropriate action or response.
- Build and maintain productive relationships with internal stakeholders and collaborate effectively across departments.
- Provide phone support for the Office of the CEO and perform general administrative duties, including operating office equipment.
- Identify opportunities to improve support, processes, and operational efficiency within the organization.
- Volunteer during certifying examinations and division meetings as workload permits.
- Perform other duties as assigned in support of organizational objectives.
Administrative Support for Meetings
- Coordinate with administrative staff and meeting owners to ensure CEO-related meeting materials and deliverables are completed and distributed on time.
- Attend meetings and contribute to a collaborative, solutions-focused environment aligned with organizational goals.
- Support Board and committee operations by scheduling meetings, preparing materials, maintaining meeting folders, uploading documents to the board portal, and recording meeting minutes.
- Prepare and distribute accurate meeting minutes within established timelines, collaborating with the Chief of Staff, Board Coordinator, Board Secretary, and committee chairs as needed.
- Serve as a scribe for Board, committee, and subspecialty division meetings as assigned.
- Assist with the development, implementation, and maintenance of standardized administrative processes and procedures to enhance consistency and efficiency.
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