Senior Administrative Assistant – IT

Role Overview

• Provide administrative support to at least two members of Prime’s Senior Leadership Team (SLT) members and their corresponding departments; serve as a representative of the assigned function by effectively managing telephone calls and/or visitors and ensuring a consistent experience for all guests of the department or facility
• Manage calendar(s) as assigned and ensure adherence to scheduled appointments; specifically responsible for the intake, prioritization and scheduling of new meeting requests, as well as supporting on-time transition between meetings or appointments
• Coordinate travel on behalf of leaders or team members and ensure the appropriate lodging, car service and/or other necessary accommodations are secured; may be responsible for contracting with vendors to secure facilities and/or negotiate rates in the best interest of Prime
• Coordinate large team meetings and/or conferences that may extend beyond immediate department support; ensure facilities, technology and materials or handouts are adequately prepared and distributed
• Document, maintain and enforce policies and procedures in support of department leadership or business operations; serve as initial point of contact within the department for guidance, approval or routing to the appropriate parties on policies/ procedures that are administrative in nature
• Support department with general office duties and special projects, including but not limited to preparing presentations, meeting materials, onboarding/offboarding activities, coordinating print, administering the recognition program, ordering supplies, maintaining records and/or coordinating site events
• Capture and distribute meeting minutes at leadership or other management or committee meetings
• Works independently and within a team on special, nonrecurring or ongoing projects at the discretion of assigned SLT member; plan and coordinate presentations, disseminate information, follow up with cross-functional participants, design and deliver general correspondences, memos, charts, tables, graphs etc and proofread/edit copy for spelling, grammar and formatting inconsistencies; may be accountable for accuracy and clarity of final copy
• Other duties as assigned

Requirements

• High school diploma from an accredited school or equivalent GED is required
• 7 years of work experience in administrative, department coordination or customer service role
• Must be eligible to work in the United States without need for work visa or residency sponsorship
• Advanced computer skills including Microsoft office suite of programs (MS Word, Excel, PowerPoint and Visio)
• Previous experience creating executive level spreadsheets, presentations and reports
• High degree of professionalism and executive presence
• Excellent oral and written communication skills
• Demonstrated organizational and time management skills
• Strong attention to detail with the ability to handle sensitive and/or confidential information and materials
• Ability to anticipate needs and proactively find solutions
• Ability to work autonomously in a changing and dynamic work environment

Benefits

• Health insurance
• 401(k) matching
• Flexible work hours
• Paid time off
• Remote work options