The Senior Administrative Assistant provides enhanced administrative support to one or more individuals. This position coordinates schedules and maintains calendars for assigned staff, regularly prioritizing and arranging meetings, conferences, and appointments. This role also typically monitors and assists with the budget preparation and record keeping, maintains and reconciles P-cards for departmental, institutional, or work unit accounts, and anticipates and prepares background materials as needed. This position may compose reports related to the status of department budgets or project funding requirements, and ensures compliance with sponsor and federal expenditure guidelines. The position typically monitors and approves travel, procurement, conference, honoraria, consultant, and other expenses associated with department needs. The position supports the operational, developmental, and strategic initiatives of the Executive Vice President, CFO, and Treasurer.
Specific responsibilities include:
- Prepares research for meetings and projects for multiple senior leaders within the organization
- Prepares background and other meeting materials as needed and may liaise with managers to ensure office administration policies, programs, and activities are appropriate for their needs
- Provides assistance on a variety of projects through research, data gathering, analysis, and formatting; prepares documents for final distribution
- Coordinates and schedules sponsored events, external or internal interviews, including reserving space, making catering arrangements, and preparing for technological needs and room arrangements for events at GW campuses
- Coordinates, schedules, and manages calendars for assigned staff within the division
- Handles meeting preparation and setup
- Arranges travel needs, reimbursement, acclimation, and conference needs of certain staff
- Assists in planning, developing, and implementing events, projects, and programs
- Collaborates with other staff to facilitate the success of events/meetings hosted by the office by scheduling events with appropriate offices and agencies, advising/contacting participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events
- Assists in the preparation and distribution of written communication, including presentations, correspondence, newsletters, website content, etc.
- Manages the equipment maintenance contracts and coordinates all office and equipment repairs
- Orders and inventories office supplies and equipment, which includes assisting in the conduct of the annual inventory of technology equipment
- Manage the status of all technology equipment and proactively update the supervisor when replacements are due; must liaise with internal and external service contractors to maintain office facilities
- Serves as receptionist and ensures coverage at the front desk of the office, receiving guests and responding to inquiries from staff, faculty, and the general public
- Maintains common spaces, including scheduling for conference rooms and hotel space, and preparing for meetings in the central office’s conference room
- Ensures efficient day-to-day operations within the office
Performs other related duties as assigned by the Director of Administration. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.