• Senior Administrative Assistant

    Job Locations US-MA-Andover
    Job ID
    2018-5698
    # of Openings
    1
    Category
    Administration
  • Overview

    The Sr. Administrative Assistant will be responsible for providing administrative support and office services within the EGPNA office. This position reports directly to the Manager of Administration.

    Responsibilities

    • Support the daily activities and requests of multiple executives
    • Manage and maintain executive calendars as required
    • Coordinate travel within EGPNA travel and expense guidelines for Senior Management
    • Prepare expense reports, letters, memos, emails and other documents
    • Schedule meetings, conference calls and video conferences
    • File and retrieve documents, records and reports
    • Be a Travel Administrator – answering travel questions, assisting with problem solving for all employees, book travel for Human Resources as needed and will be part of rotation schedule including nights, weekend and holidays for company emergency travel
    • Ensure office filing meets EGPNA standards
    • Assist in meeting set-up; equipment, food, supplies, etc.
    • Ensure office is in compliance with Enel directives
    • Assist employees with administrative tasks as needed
    • Provide back-up to main reception desk and other Administrative Staff – including the Executive Assistant of the CEO
    • Assist with processing purchase orders
    • Support External Relations and Human Resources with company/office events including Summer Outing, Volunteer Day, and Holiday Party etc.
    • Handle large volume of emails/texts/calls/voicemails for executive leadership
    • Collect and post weekly department schedules
    • Support other projects as required
    • Act on behalf of Sr. Management when directed to – including managing the approval process of expense reports and/or time off requests for their first level reports.
    •  

    Qualifications

    • High School diploma
    • Minimum of 2-4 years’ experience
    • Strong customer service orientation
    • Availability to receive calls after normal business hours to field emergency issues
    • Excellent communication skills, both written and verbal
    • Ability to thrive in a fast paced, changing environment
    • Experience with corporate travel group
    • Ability to work with limited supervision
    • Personable, professional and honest. Must be a team player.
    • Knowledge of correct English usage, spelling, and punctuation
    • Understanding of the organization and maintenance of filing systems
    • Familiarity of the techniques of receiving callers, making appointments, and giving information
    • Ability to efficiently handle multiple tasks requiring a high degree of attention to detail.
    • Ability to maintain a high degree of confidentiality
    • Ability to work with limited supervision
    • Strong organization skills to manage multiple tasks at once – without losing track of any and gracefully handle the pressure during these busy periods
    • Flexible to come in early or stay late depending on events and meeting schedules of Senior Team as well as answer calls/emails on nights, weekends and some holidays for travel emergencies
    • Responsible to enforce Travel and Expense Policy and make reasonable decisions when faced with an after-hours travel situation that are both safe for the travel and cost effective/logical per company standards
    • Intermediate proficiency with MS Office (Word, Excel, PowerPoint)
    • Working knowledge of office equipment, e.g., printers, fax, stamp machines
    • Excellent verbal and written communication skills
    • Strong organizational and time-management skills
    • Knowledge of ERP systems (SAP desired)
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