What are the responsibilities and job description for the Senior Administrative Assistant position at Nortia Staffing?
We have a Foundation in Palo Alto, CA seeking a strong Sr Administrative Assistant to support the Programs Team!
Position is Contract for now but could change in the future!
3-days onsite hybrid!
Pay is $35-$40 / hr DOE
We are looking for an effective and courteous communicator and efficient administrator who has confidence, curiosity, and professional competency and who can assist the team with a variety of projects. We place a high premium on maintaining a work environment based on trust, respect, and collegiality.
Key Responsibilities :
Administrative Support :
Manage calendars, schedule appointments, and coordinate meetings.
Prepare and edit correspondence, reports, presentations and meeting notes.
Handle travel arrangements, including booking flights, hotels, and transportation.
Manage and process expense reports and invoices.
Answer and direct calls / emails, take messages, and respond to inquiries.
Organize and maintain electronic filing systems.
Communication :
Act as the first point of contact for internal and external stakeholders.
Coordinate and manage office communications (letters, memos, phone calls, etc.).
Draft and respond to emails on behalf of executives or managers.
Office Organization :
Assist with the organization of office or virtual events, meetings, and other convenings.
Document Management :
Prepare documents for meetings, including agendas, reports, and presentations.
Manage electronic filing systems and ensure documents are organized, stored, and easy to access.
Ensure proper document compliance, confidentiality, and record-keeping.
Project Coordination :
Assist with organizing and supporting team projects.
Track deadlines and deliverables for various projects.
Coordinate resources, prepare materials, and monitor project timelines.
Financial Administration :
Process invoices, purchase orders, and expense reports.
Assist with budgeting and maintaining records.
Client and Customer Relations :
Schedule and coordinate internal and external meetings and appointments.
Assist in preparing meeting documents, agendas, proposals, or presentations, and take meeting notes.
Ensure high-level customer service through efficient handling of queries or requests.
Data Entry & Reporting :
Maintain accurate contact and meeting records in Salesforce.
Enter and update data in spreadsheets, CRM systems, and databases, including Salesforce.
Skills and Qualifications :
Communication Skills : Excellent written and verbal communication skills to interact with stakeholders at all levels.
Organizational Skills : Strong attention to detail, multitasking ability, and capacity to prioritize tasks effectively.
Time Management : Ability to manage competing priorities, meet deadlines, and work independently.
Tech Proficiency : Proficient with office software (e.g., Microsoft Office Suite : Word, Excel, PowerPoint, Outlook), and familiarity with office equipment (fax, printers, etc.).
Problem-Solving : Ability to troubleshoot and find solutions to administrative challenges.
Confidentiality : Handling sensitive information with discretion and maintaining confidentiality.
Qualifications :
Proficient in Microsoft Excel, Word, Outlook, PowerPoint and performing research on the Internet; experience with Salesforce a plus
Demonstrated ability to learn new software applications
Keep a pulse on the job market with advanced job matching technology.
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