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Sr. Admin Assistant

Waltham , Massachusetts
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Job ID 190001AB

Available Openings 1

PURPOSE AND SCOPE:

Executes secretarial and administrative assignments of a complex and confidential nature and relieves senior management of clerical work and administrative and business detail as necessary.  Maintains official department and other relevant records and executed administrative policies.  May prepare memos and correspondence outlining and explaining policies.  Collects, compiles and analyzes complex information as required by manager(s).  Assembles budgets and tracks budget expenses and variances.

Performs standard administrative functions such as screening telephone calls, opening mail, scheduling appointments and maintaining the calendar, sets up the office filing system, and coordinates meetings.  Interfaces with a variety of senior management across organizations and external customers.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

  • Executes secretarial and administrative assignments of a complex and confidential nature and relieves senior management of clerical work and minor administrative and business detail as necessary.
  • Keeps official department and other relevant records and executed administrative policies.
  • May prepare memos and correspondence outlining and explaining policies.
  • Collects, compiles and analyzes complex information as required by manager(s).
  • Assembles budgets and tracking budget expenses and variances.
  • Pays and tracks invoicing.
  • Performs standard administrative functions such as screening telephone calls, opening mail, scheduling appointments and maintaining the calendar, setting up the office filing system and coordinating meetings (large, complex, internal or external.)
  • Interfaces with a variety of senior management across organizations and with external customers.
  • May direct the work of others.
  • Assist with various projects as assigned by direct supervisor.
  • Other duties as assigned.

Additional responsibilities may include focus on one or more departments or locations.  See applicable addendum for department or location specific functions.


PHYSICAL DEMANDS AND WORKING CONDITIONS:

  • The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION:

  • High School Diploma required; Associate’s Degree desirable
  • Some specialized secretarial training preferred


EXPERIENCE AND REQUIRED SKILLS:

  • 3 – 4 years’ related experience.
  • Knowledge of business and technical vocabulary.
  • Familiarity with standard business concepts, practices and procedures.
  • Ability to employ basic reasoning skills.
  • Knowledge of computer software such as word processing, spreadsheet, presentation, database programs.
  • Knowledge of organizational operations and procedures
  • Ability to communicate (verbally and written) with considerable tact and diplomacy.
  • Capable of analyzing complex information requests and determining complex trends
  • Ability to exercise considerable discretion and independent judgment when making decisions and interacting with clients.
  • Must have a detailed knowledge of organization.

EO/AA Employer: Minorities/Females/Veterans/Disability/Sexual Orientation/Gender Identity