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Senior Administrative Assistant

Belcan • Cedar Rapids, IA • 13h ago

Job Number: 364363

Category: Administrative

Description: Job Title: Senior Administrative Assistant

Location: Cedar Rapids, IA

Zip Code: 52498

Duration: 12 Months

Pay Rate: $25.5/hr.

Keyword's: #CedarRapidsjobs; #Administrativejobs;

Start Date: Immediate

Job Summary

We are currently seeking a Senior Administrative Assistant to join our team in Cedar Rapids, IA. This position will be a contract position supporting a Senior Director of Program Management and the Program Management department. This is an onsite position based in Cedar Rapids, Iowa.

Job Responsibilities:

Works in a confidential and highly responsive relationship with Senior Director of Program Management. Also provides administrative support to organization leaders and team members.

Assist with calendar management by making priority decisions to resolve schedule conflicts, monitor email communication and highlight urgent matters requiring attention, prepare activity reports, and assist with leadership engagement opportunities.

Schedule meetings/conference rooms, arrange domestic and international travel, prepare expense reports, and maintain department calendars.

Serve as the focal point for coordinating onsite and offsite customer meetings, including all meeting logistics, catering, and site clearance.

Collaborate with other administrative assistants to share knowledge and schedule activities with senior leadership across the business, including resolving schedule conflicts.

Proofread presentation content to ensure proper spelling, punctuation, and grammar usage; may perform minor document revisions to enhance clarity and formatting.

Establish, maintain, and revise departmental files and readily identifiable control files for matters in progress.

Create and administer directorate Teams / SharePoint sites.

Plan morale events, track and maintain directorate budgets, and assist leaders in determining budget requirements.

May prepare materials for directorate level meetings, All Hands meetings, and Skip Levels.

Interface with personnel from numerous departments and external contacts to exchange information requiring limited interpretation or discussion.

Maintain office supplies, including tracking, ordering, and organizing.

Assist in tasks associated with hiring and onboarding of new employees.

Perform other duties as requested by leadership, including special projects as assigned.

Maintains calendars, schedules appointments, arranges departmental meetings/conferences, and attends meetings to take notes.

Prepares materials for departmental meetings.

Coordinates and executes departmental events.

Coordinates travel for department personnel and assists in expense report preparation.

May track and maintain departmental budgets and assist management in determining budget requirements.

Collaborates with other Administrative Assistants to share knowledge and coordinate inter-departmental activities.

Acts as administrator for department websites, including site content updates, managing user access, and assisting users with questions.

Establishes, maintains, and revises departmental files and readily identifiable control files for matters in progress.

Maintains office supplies for department, including tracking, ordering, and organizing.

Assists in tasks associated with hiring and onboarding of new employees.

Drafts email communications and announcements at an organizational level.

Maintains organization charts and distribution lists.

Types and assembles data (i.e., tables, charts, reports, and memorandums) from verbal or written instruction; applies basic knowledge of equipment capabilities to plan details of formatting, spacing and page layout.

Proofreads presentation content ensuring proper spelling, punctuation, and grammar usage; may perform minor document revisions to ensure clarity.

Receives and prioritizes telephone calls, business visitors, and incoming mail, routes mail, and inquiries to proper personnel.

Interfaces with personnel from numerous departments and possible external contacts to exchange information requiring limited interpretation or discussion.

Other administrative tasks, as delegated and requested.

Preferred Skills/Experience:

Proficiency in Microsoft Word, PowerPoint, Excel and Outlook, Office 365 and all products.

SAP, Concur, SharePoint experience.

Strong background in customer service.

Event planning experience.

Excellent time management skills and ability to effectively prioritize work.

High-level problem-solving skills and attention to detail.

Excellent verbal and written communication skills.

Self-starter, able to work independently.

Enjoy working as part of a team and able to work well with others.

Belcan is an equal opportunity employer. Your application and candidacy will not be considered based on race, colour, sex, religion, creed, sexual orientation, gender identity, national origin, disability, genetic information, pregnancy, veteran status or any other characteristic protected by federal, state or local laws.

Location: Cedar Rapids , IA

Minimum Experience (yrs): 5

Required Education: Bachelor (BA, BS...)

Benefits:

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