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Senior Administrative Assistant

Job title: Senior Administrative Assistant
Contract type: Freelance
Location: Beaverton
Industry:
Remote: No
Reference: 431725
Contact name: Morgan Mackin
Job Published: January 01, 1970

Job description

24 Seven is partnering with their top global sportwear brand based in Portland, OR to help them find a Senior Administrative Assistant for this hybrid position. This a 9 month contract that is likely to extend or turn into a full-time salaried position. While on contract, you'd be eligible for benefits including medical, dental, vision, sick time, 401K and holiday pay. 

Ideal Candidate: Looking for someone with 5+ years' experience in an administrative support role and someone who is able to multitask, prioritize and carry out responsibilities independently in a fast-paced work environment!

Who they are looking for:
Do you like fast-paced and dynamic work environments?  Are you considered an excellent communicator? Are you an expert at creating professional, high quality, presentations under tight deadlines? Are you detailed and exceptionally organized? Do you love keeping up with a highly energetic manager? If you are, you are who we are looking for to be our Sr. Administrative Assistant.  

In this role you will be supporting a team with:

Scheduling:
•    Outlook calendar management and scheduling
•    Work with the travel team to coordinate travel, visa’s, passports
•    Deadline management for legal matters, reports (CFE’s, QBR’s, OTP, CSR) and COE reporting 
•    Arrange and coordinate team meetings, venues, vendor management,  room setup, prepare materials and requisition necessary audio/visual equipment 

Accounting
•    Work with Accounting and Global Operations to ensure timely payment and processing of vendor invoices, including setting up accounts in an online bill pay system (Serengeti) and answering questions on its use
•    Budget management: understand the budget for the COE and assist with research and analysis
•    Process expense reports in an accurate and timely manner and resolve issues as needed  
•    Invoice coding and PO management; understand the operational finance guidelines

Document Production
•    Presentations: use expert computer skills to create high-quality graphic and text presentations often under tight timeframes; interpret needs to produce effective presentations
•    Manage, organize and maintain paper and electronic files for various legal matters; responsible for archiving/retrieving records from storage and generating active/closed file reports as well as assisting clients 
•    Coordinate logistics for contract execution, drafting and typing correspondence, contracts and other documents
•    Input and coordinate documents in Docit; manage COE folders and adhere to COE document management guidelines and processes
•    Review and edit drafts and finished documents and emails for appropriate grammatical usage
•    COE-specific support as needed

Reporting
•    Serengeti – run reports and analyze to confirm invoices are  accurate and are being processed in a timely manner and hitting the correct matter, project code and cost center
•    COE-specific reporting as needed
General Administrative 
•    The Business Services team engages with all COE’s across the company and this role requires the ability to prioritize requests effectively and professionally engage with all levels across the company
•    Maintain records and be responsible for telephone coverage, copying, faxing, shipping, travel arrangements, processing bills, preparing expense reports and miscellaneous research
•    Field phone calls as needed and route inquires to the appropriate party
•    Shipping, copying, mail processing
•    Work with the Operations team to manage office supplies
•    Onboarding support for new hires joining the team
•    Process BES passes for vendors
•    Scan documents to mail or store electronically in the document management system
•    Work with team executives to prepare meeting agendas and record detailed meeting notes; distribute and file
•     A team player, available to cover other team members as needed
•    Possibly serve as a Notary Public for the COE
•    Research and procure product 

Work Flow and Process Creation/Management
•    Support of work flows for communications for the Business Services COE
•    Serve as a central point of contact for general information and respond tactfully and promptly to inquiries and problems  

Qualifications:
•    College degree preferred
•    5+ years' experience in an administrative support capacity and background in a business services or operations division strongly preferred
•    Ability to manage multiple tasks at one time and prioritize and carry out responsibilities independently in a fast-paced work environment
•    Must be proactive and take initiative in seeing tasks to completion
•    Self-starter with ability to work in an unstructured and changing environment
•    Professional presence and ability to work across all levels, cultures and time zones
•    Demonstrated diligence, attention-to-detail and follow-through skills 
•    Experience with contract drafting, execution and/or coordination a plus
•    Experience with document management systems a plus
•    Intermediate to advanced level proficiency with Microsoft Word, Excel, Access, Outlook and PowerPoint software programs
•    Strong written and verbal communication skills
•    Ability to exercise a high degree of professionalism as position interacts with upper level management
•    Ability to maintain confidentiality of sensitive information and use discretion in dissemination of information
•    Must possess excellent interpersonal and communication skills (written and verbal)
•    Organized and possess strong analytical skills
•    Ability to quickly grasp new concepts
•    Flexibility - must be able to move from one task to another quickly, deal with interruptions and prioritize work as needed
•    Attention to detail and ability to concentrate for long periods of time
•    Consistent attendance is a required function of this job
•    Must be comfortable with ambiguity and be resourceful enough to find solutions on your own
•    Serengeti experience is preferred
•    Previous experience working with budgets is strongly preferred

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