Senior Administrative Assistant Job at VERUS CLAIMS SERVICES LLC in Princeton

The Senior Administrative Assistant provides comprehensive administrative support to the CEO and senior executives by managing complex calendars, coordinating meetings, and preparing necessary materials including presentations and basic data analysis. They manage all travel arrangements, including booking flights, accommodations, transportation, and expense reporting. This role involves meeting coordination, including preparing agendas and transcribing minutes as needed, as well as supporting both executive-led and special projects. The Senior Administrative Assistant also plays a key role in supporting Human Resources by assisting with the coordination of HR-related meetings and initiatives. Additional duties include greeting and setting up for visitors and meetings, handling inquiries, managing certain facility-related tasks, and identifying process improvements for administrative efficiency.

Primary Responsibilities

1. Executive Support: Provide direct administrative support to the CEO and senior executives, including managing calendars, arranging meetings, and preparing materials for meetings and presentations as needed.

2. Travel Arrangements: Plan and coordinate travel itineraries, including booking flights, hotels, and ground transportation for executives and visitors.

3. Expense Reporting: Generate expense reports and reconcile receipts utilizing the time and expense program.

4. Calendar Management: Ensure efficient time management and scheduling of appointments, meetings, and travel arrangements.

5. Project Support: Assist with special projects as assigned, including research, basic data analysis, event planning, and the coordination of internal and external events/meetings.

6. Administrative Support to Human Resources: Assist the HR department with administrative tasks such as coordinating HR-related meetings and supporting HR projects and initiatives.

7. Answer telephones and handle inquiries appropriately and professionally as required.

8. Meet and greet clients and visitors.

9. Handle certain facility-related matters, such as inspections and emergency drills.

10. Attend meetings and create, transcribe, and distribute meeting agendas and meeting minutes as required.

11. Proofreading and editing materials.

12. Identify process improvements and document procedures for accomplishing administrative functions.

13. Other duties as assigned.

· Associate’s Degree or its equivalent preferred.

· 7+ years of experience in an administrative support role, with at least 3 years supporting senior executives.

· Strong working knowledge and demonstrated proficiency in Microsoft Office suite, including Excel, Word, Outlook and PowerPoint.

· Strong organizational and multitasking skills with attention to detail.

· Professional telephone demeanor and protocol.

· Excellent verbal, written, and people-oriented skills.

· Discretion with confidential information.

· Effective time management skills and the ability to guide others with time management challenges.

· Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.

· Demonstrated proficiency in managing competing demands through strong prioritization skills.

· Proofreading and checking for errors in documents including grammar, spelling, and punctuation with a high level of attention to detail.

· Successful multi-tasking skills are required to effectively handle on-going responsibilities in a timely manner.

Working Conditions

Working conditions are normal for an office environment. This is an in-office role.