Senior Administrative Assistant

Gillette Children's is seeking a part-time (0.8 FTE) Senior Administrative Assistant that will support 4 VPs and Directors. This role is primarily onsite, but does offer one day per week as work from home.

Purpose of position

The position exists primarily to assist and support a specified Vice Presidents and Directors of the organization in the day-to-day operations of the office, and to maintain the smooth and efficient operations of their reporting departments. This is accomplished with little or no supervision, and requires excelling in customer service, prioritization, and attention to detail.

Compensation and Benefits

The hourly wage for this opportunity is $24.21 to $36.32, with a median wage of $30.26/hour. Pay is dependent on several factors including relevant work experience, education, certification & licensure, and internal equity. Hourly pay is just one part of the compensation package for employees. Gillette supports career progression and offers a competitive benefits package that includes a retirement savings match, tuition and certification reimbursement, paid time off, and health and wellness benefits for .5 FTE and above.

Core Responsibilities and Duties

• Manage complex calendars including managing schedule changes, travel schedules, and meeting requests.
• Prepare and process a variety of documents including agendas, meeting minutes, reports, policies, letters, etc.
• Maintain confidentiality related to all matters managed on behalf of the Vice President(s) and Director(s).
• Prepare presentation materials in a variety of formats.
• Maintain and organize electronic and hard copy files and records.
• Assist with communication by organizing and prioritizing phone messages, mail, etc. and by providing follow up communication as indicated.
• Coordinate travel arrangements, conference registrations and reimbursements.
• Oversee arrangements for recognition, planning and other events.
• Collect and distribute key data and reports.
• Assist in budget planning for departments.
• Support large projects led by each Vice President and Director including meeting coordination, attendee tracking, milestone completion, project planning, meeting preparation and attendance.
• Track and reconcile operating and capital budgets.
• Process quotes, invoices, and purchase requisitions.
• Assist with project management as projects are assigned by Vice President(s) and Director(s).
• Miscellaneous activities to support efficient, effective work.

Qualifications

Required

• 3-5 years minimum administrative assistant experience, including two years' experience working with upper management and/or executives.
• Intermediate skills of Microsoft Office Suite including Word, Excel, Power Point, Outlook, and typing (at least 45 words per minute), and knowledge of One Note and SharePoint.

Knowledge, Skills and Abilities

• Effectively and professionally communicates with individuals within and external to the organization.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Demonstrates skill in taking clear notes, transcribing discussions, dictations, etc. accurately..
• Knowledge of professional office practices and functions.
• Demonstrates skill and experience in accurately completing work responsibilities in an environment with frequent interruptions.
• Demonstrates critical thinking and problem solving skills.
• Willingness to assist others whenever possible/needed.
• Demonstrates initiative and ability to anticipate needs.
• Appreciates the need for and maintains discretion and confidentiality.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)