Senior Administrative Assistant

2 weeks ago


Tucson, Arizona, United States Aura Full time
Job Summary

The Senior Administrative Assistant will provide high-level administrative support to the Rubin Observatory by performing a variety of tasks, including scheduling meetings, managing calendars, and preparing for meetings. The ideal candidate will have excellent written and verbal communication skills, as well as the ability to coordinate activities and prioritize tasks.

Key Responsibilities
  • Schedule meetings and appointments and manage travel itineraries
  • Manage calendars and assist in preparing for meetings, including booking physical meeting rooms and/or virtual connections (Zoom, etc.)
  • Assist with boards, workshops, and review meetings, including start-to-end organization
  • Reconcile departmental credit card statements and submit travel expenses claims for the Operations Director and occasionally staff members
  • Assist with a variety of tasks as assigned, including requisition submission, office space tracking, staff onboarding, ordering supplies, and general duties
  • Prepare routine and advanced documents, including letters, memoranda, reports, financial data, and/or review them for quality
  • Maintain organized filing systems of paper and electronic documents, tracking of own tasks through ticketing systems, and contributing work using collaborative tools
  • Propose creative solutions to a wide variety of challenges, including logistics, administration, conflict resolution, and laboratory-wide issues
  • Audit procedures/processes and recommend management action to improve efficiency
  • Serve as a liaison as needed in meetings, daily activities, and special events
Requirements
  • Bachelor's degree in business administration or related field, or equivalent combination of experience and education
  • Minimum 5 years of administrative experience
  • Excellent written and verbal communication skills
  • Excellent interpersonal skills, including the ability to cooperate, coordinate, and interface with all levels of personnel
  • Strong ability to coordinate activities, prioritize tasks, and provide guidance and direction to staff
  • Proficiency in use of personal computer applications for word processing, spreadsheet preparation, presentation software, database, and project management
  • Exercise independent judgment, take initiative, and recommend effective action
  • Ability to develop expert knowledge of company and departmental policies and processes
Desirable Qualifications
  • Proficiency in spoken Spanish


  • Tucson, Arizona, United States NSF's NOIRLab Full time

    Job SummaryWe are seeking a highly skilled and experienced Senior Administrative Assistant to join our team at NSF's NOIRLab. The successful candidate will provide high-level administrative support to the Operations Director and contribute to the overall operation of the Rubin Observatory.Key ResponsibilitiesSchedule meetings and appointments, manage travel...


  • Tucson, Arizona, United States Curriculum Associates Full time

    About the RoleWe are seeking a highly skilled and organized Senior Administrative Assistant to provide exceptional support to our C-level executives in our Tucson, AZ office. As a key member of our team, you will be responsible for managing complex calendars, coordinating travel arrangements, and ensuring the smooth operation of our sales team.Key...


  • Tucson, Arizona, United States Curriculum Associates Full time

    About the RoleWe are seeking a highly skilled and organized Senior Administrative Assistant to provide exceptional support to our C-level executives in our Tucson, AZ office. As a key member of our team, you will be responsible for managing complex calendars, coordinating travel arrangements, and ensuring the smooth operation of our sales team.Key...


  • Tucson, Arizona, United States Aura Full time

    Job SummaryThe Senior Administrative Assistant plays a vital role in supporting the Rubin Observatory by providing high-level administrative functions. This position requires initiative, independent judgment, and discretion to anticipate and address administrative needs.Key ResponsibilitiesProvide administrative support to the Rubin Observatory teamExercise...


  • Tucson, Arizona, United States Aura Full time

    Job DescriptionJob Title: Senior Administrative CoordinatorJob Summary: We are seeking a highly skilled and experienced Senior Administrative Coordinator to join our team at Aura. The successful candidate will provide administrative support to our operations team, ensuring the smooth day-to-day functioning of our organization.Key Responsibilities:Provide...


  • Tucson, Arizona, United States Senior Helpers Full time

    About Senior HelpersSenior Helpers is a leading provider of in-home senior services, dedicated to helping seniors age with dignity despite age-related illnesses and mobility challenges.Job SummaryWe are seeking a Certified Nursing Assistant to join our Tucson office team. As a CNA with Senior Helpers, you will have the opportunity to work one-on-one with...

  • Medication Assistant

    4 weeks ago


    Tucson, Arizona, United States Senior Resource Group Full time

    Job SummaryWe are seeking a skilled Medication Aide to join our team at Senior Resource Group. As a Medication Aide, you will play a vital role in ensuring the health and well-being of our residents by assisting with medication management and administration.Key ResponsibilitiesAssist and/or administer medications as prescribed by physician to...


  • Tucson, Arizona, United States NSF's NOIRLab Full time

    Job Title: Senior Administrative CoordinatorJoin NSF's NOIRLab as a Senior Administrative Coordinator and play a vital role in supporting the Rubin Observatory's operations. As a key member of the Program Operations Team, you will provide high-level administrative functions, exercising initiative, independent judgment, and discretion to anticipate the needs...

  • Medication Assistant

    2 weeks ago


    Tucson, Arizona, United States Senior Resource Group Full time

    Job SummarySenior Resource Group is seeking a skilled Medication Aide to join our team. As a Medication Aide, you will play a vital role in ensuring the health and well-being of our residents by assisting with medication administration and management.Key ResponsibilitiesAssist and/or administer medications as prescribed by physician to residents.Document all...


  • Tucson, Arizona, United States Raytheon Careers Full time

    Job Title: Senior IT Systems AdministratorWe are seeking a highly skilled Senior IT Systems Administrator to join our team at Raytheon Careers. As a key member of our IT department, you will be responsible for providing IT systems administration in a heterogeneous Microsoft Windows and Redhat Enterprise Linux environment.Key Responsibilities:Provide IT...

  • Medication Assistant

    4 weeks ago


    Tucson, Arizona, United States Senior Resource Group Full time

    Medication Aide Job DescriptionAt Senior Resource Group, we are seeking a skilled Medication Aide to join our team. As a Medication Aide, you will play a vital role in ensuring the health and well-being of our residents by assisting with medication administration and management.Key Responsibilities:Assist and administer medications as prescribed by...


  • Tucson, Arizona, United States Aura Full time

    Job SummaryThe Senior Administrative Coordinator plays a critical role in supporting the Rubin Observatory by providing high-level administrative functions. This position requires initiative, independent judgment, and discretion to anticipate the needs of the Operations Director.Key ResponsibilitiesSchedule meetings and appointments, manage travel...


  • Tucson, Arizona, United States Sentinel Offender Services Full time

    Job Title: Senior Systems AdministratorWe are seeking a highly skilled Senior Systems Administrator to join our team at Sentinel Technologies. As a Senior Systems Administrator, you will be responsible for designing, deploying, and maintaining Microsoft-based systems, including Windows Server, Active Directory, and Exchange...

  • Medication Assistant

    4 weeks ago


    Tucson, Arizona, United States Senior Resource Group Full time

    Job SummaryWe are seeking a skilled Medication Aide to join our team at Senior Resource Group. As a Medication Aide, you will play a vital role in ensuring the health and well-being of our residents by assisting with medication administration and management.Key ResponsibilitiesAssist and/or administer medications as prescribed by physician to...


  • Tucson, Arizona, United States Sentinel Offender Services Full time

    Job Title: Senior Systems AdministratorWe are seeking a highly skilled Senior Systems Administrator to join our team at Sentinel Technologies. As a key member of our IT team, you will be responsible for designing, deploying, and maintaining Microsoft-based systems, including Windows Server, Active Directory, and Exchange environments.Responsibilities:Design...

  • Senior Caregiver

    2 weeks ago


    Tucson, Arizona, United States Senior Helpers Full time

    At Senior Helpers, we're dedicated to improving the lives of our clients and investing in the growth of our employees. As a caregiver, you'll play a vital role in helping seniors age in the comfort of their own home.Our caregivers make a direct impact on the lives of our clients, providing companionship, assistance with daily activities, and support with...


  • Tucson, Arizona, United States Raytheon Careers Full time

    Job SummaryWe are seeking a highly skilled Senior IT Systems Administrator to join our team at Raytheon Careers. As a key member of our IT department, you will be responsible for providing IT systems administration in a heterogeneous Microsoft Windows and Redhat Enterprise Linux environment.Key ResponsibilitiesProvide IT systems administration in a...


  • Tucson, Arizona, United States Arizona State Gov Full time

    Job SummaryWe are seeking an Administrative Assistant II to join our team at the Arizona State Government. As a key member of our front desk administration team, you will be responsible for maintaining calendars, scheduling meetings and appointments, and preparing meeting agendas and presentation materials.Key ResponsibilitiesMaintain accurate and up-to-date...

  • Medication Technician

    4 weeks ago


    Tucson, Arizona, United States Pegasus Senior Living Full time

    About the RoleWe are seeking a highly skilled and compassionate Medication Technician to join our team at Pegasus Senior Living. As a Medication Technician, you will play a vital role in ensuring the health and well-being of our residents.Key ResponsibilitiesAdminister medications to residents in accordance with their individualized care plansMonitor...


  • Tucson, Arizona, United States RBC Bearings Full time

    Job Title: Senior Systems AdministratorWe are seeking a highly skilled and experienced Senior Systems Administrator to join our team at RBC Bearings. As a key member of our IT department, you will be responsible for providing technical support and maintenance for our enterprise IT infrastructure.Key Responsibilities:Deploy and maintain Windows-based systems...