What are the responsibilities and job description for the Senior Staff Assistant position at Whitecollars?
About the Role
We are seeking a Senior Staff Assistant to join our clients innovative team. A leading network of community development financial institutions (CDFIs) empowers underserved communities by expanding access to capital and financial services. In this role, you will provide high-level administrative support to senior management, ensuring smooth day-to-day operations. You will manage schedules, coordinate communications, and assist with a variety of office tasks to ensure efficiency and effectiveness in the office. Your organizational skills and ability to prioritize will be critical to the success of the team.
Key Responsibilities
Administrative Support
Provide executive-level administrative support, including managing calendars, scheduling meetings, and organizing travel arrangements.
Handle phone calls, emails, and correspondence for senior management, ensuring timely responses and follow-ups.
Prepare and proofread documents, reports, and presentations for senior leadership.
Office Coordination
Organize and maintain office systems, ensuring smooth operations and a well-structured work environment.
Coordinate internal and external meetings, including arranging logistics and preparing meeting materials.
Oversee office supplies inventory, ordering necessary materials, and ensuring office functionality.
Communication & Liaison
Act as a liaison between management and other departments, clients, or external parties.
Maintain confidential information and ensure effective communication channels within the organization.
Draft internal and external communications on behalf of senior leadership.
Project Assistance
Assist in coordinating and tracking the progress of ongoing projects, ensuring deadlines are met.
Provide administrative support for project teams, including scheduling meetings and preparing project-related documentation.
Research and gather information for reports, proposals, and presentations as requested.
Event Planning
Coordinate company events, conferences, or offsite meetings, including logistics, venues, and catering arrangements.
Manage logistics for senior leadership participation in industry events and conferences.
Qualifications and Skills
Education
Bachelors degree in Business Administration, Communications, or a related field is preferred.
Experience
Proven experience in administrative support or office management, preferably in a senior-level role.
Strong knowledge of office software and systems (e.g., Microsoft Office Suite, scheduling tools).
Skills
Exceptional organizational and multitasking skills.
Strong written and verbal communication skills.
Ability to manage confidential information with discretion.
Excellent time-management skills with the ability to prioritize effectively.
Strong problem-solving skills and attention to detail.
