Senior Administrative Assistant
2 weeks ago
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
- 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
- Proficiency in spoken Spanish
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