Senior Administrative Assistant Job at The Jacobson Group in Midwest

Job Description:
The Senior Administrative Assistant is a senior-level position responsible for providing administrative support to an individual and departments. This role may assist other administrators and oversee work assignments while monitoring workloads for junior staff.

Responsibilities:

• Maintain calendars and schedules, including scheduling meetings/events, reserving locations, equipment and food.
• Assemble materials and take meeting minutes as needed.
• Handle travel arrangements, assist with travel website usage, manage corporate credit card issues and process travel reimbursements.
• Process various business-related reimbursements.
• Place orders and manage special department requests.
• Make copies, answer phones, type correspondences and sends faxes.
• Coordinate department events and activities; assist with monitoring expenditures and budgets, and process invoices.
• Coordinate cleaning and maintenance needs with the facilities department.
• Maintain the support station, including managing supplies, sorting and distributing mail, address equipment issues and monitoring recycling bins.
• Coordinate projects with copy centers or the graphics department.
• Assist other administrative staff as needed.
• Oversee work assignments and monitor workloads for junior level administrators, including coordinating coverage during vacations and special assignments.
• Maintain department equipment, such as video conference systems and PD viewers, by tracking usage, maintaining schedules and ensuring equipment is returned.
• Create and distribute various reports and charts by running queries.
• Develop and maintain spreadsheets, charts and lists.
• Prepare presentations as needed.
• Assist with Team Play maintenance and report generation (if applicable).
• Monitor and maintain various databases and department websites.
• Work with others to coordinate special activities/events.
• Address technical department issues with the help desk.
• Assist with the onboarding process for new hires and contractors, including ordering IDs and equipment, answering questions and preparing welcome letters.
• Act as the point person for contractors, managing access, timecard reporting and contract tracking.
• Assist with move coordination activities, including updating floor charts and maintaining communication with relevant parties.
• Perform activities specific to supporting assigned attorneys, such as setting up and closing files and entering billable time.
• Be available for evening/night hours as needed; extra hours may be required during peak business times or to meet seasonal deadlines.
• Demonstrate the ability to work the assigned schedule, subject to flexible schedule policies and practices.

Requirements:

• High school diploma or GED equivalent
• 5+ years administrative work experience, including overseeing the work of others
• Strong working knowledge of PC operation and associate software, including Microsoft office and Lotus Notes
• Excellent interpersonal and communication skills with the ability to interact effectively with others
• Ability to multi-task and effectively prioritize work assignments while working independently

Contact:
Rebecca Sami
+1 (312) 884-1234
rsami@jacobsononline.com
 

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