Senior Administrative Assistant
Donatech, Cedar Rapids, IA, United States
Position would require the candidate to be a W2 employee of Donatech.
US Citizenship Required.
• Works in a confidential and highly responsive relationship with Senior Director of Program Management. Also provides administrative support to organization leaders and team members.
• Assist with calendar management by making priority decisions to resolve schedule conflicts, monitor email communication and highlight urgent matters requiring attention, prepare activity reports, and assist with leadership engagement opportunities.
• Schedule meetings/conference rooms, arrange domestic and international travel, prepare expense reports, and maintain department calendars.
• Serve as the focal point for coordinating onsite and offsite customer meetings, including all meeting logistics, catering, and site clearance.
• Collaborate with other administrative assistants to share knowledge and schedule activities with senior leadership across the business, including resolving schedule conflicts.
• Proofread presentation content to ensure proper spelling, punctuation, and grammar usage; may perform minor document revisions to enhance clarity and formatting.
• Establish, maintain, and revise departmental files and readily identifiable control files for matters in progress.
• Create and administer directorate Teams / SharePoint sites.
• Plan morale events, track and maintain directorate budgets, and assist leaders in determining budget requirements.
• May prepare materials for directorate level meetings, All Hands meetings, and Skip Levels.
• Interface with personnel from numerous departments and external contacts to exchange information requiring limited interpretation or discussion.
• Maintain office supplies, including tracking, ordering, and organizing.
• Assist in tasks associated with hiring and onboarding of new employees.
• Perform other duties as requested by leadership, including special projects as assigned.
• Maintains calendars, schedules appointments, arranges departmental meetings/conferences, and attends meetings to take notes.
• Prepares materials for departmental meetings.
• Coordinates and executes departmental events.
• Coordinates travel for department personnel and assists in expense report preparation.
• May track and maintain departmental budgets and assist management in determining budget requirements.
• Collaborates with other Administrative Assistants to share knowledge and coordinate inter-departmental activities.
• Acts as administrator for department websites, including site content updates, managing user access, and assisting users with questions.
• Establishes, maintains, and revises departmental files and readily identifiable control files for matters in progress.
• Maintains office supplies for department, including tracking, ordering, and organizing.
• Assists in tasks associated with hiring and onboarding of new employees.
• Drafts email communications and announcements at an organizational level.
• Maintains organization charts and distribution lists.
• Types and assembles data (i.e., tables, charts, reports, and memorandums) from verbal or written instruction; applies basic knowledge of equipment capabilities to plan details of formatting, spacing and page layout.
• Proofreads presentation content ensuring proper spelling, punctuation, and grammar usage; may perform minor document revisions to ensure clarity.
• Receives and prioritizes telephone calls, business visitors, and incoming mail, routes mail, and inquiries to proper personnel.
• Interfaces with personnel from numerous departments and possible external contacts to exchange information requiring limited interpretation or discussion.
• Other administrative tasks, as delegated and requested.
Preferred Skills/Experience:
• Proficiency in Microsoft Word, PowerPoint, Excel and Outlook, Office 365 and all products.
• SAP, Concur, SharePoint experience.
• Strong background in customer service.
• Event planning experience.
• Excellent time management skills and ability to effectively prioritize work.
• High-level problem-solving skills and attention to detail.
• Excellent verbal and written communication skills.
• Self-starter, able to work independently.
• Enjoy working as part of a team and able to work well with others.
US Citizenship Required.
• Works in a confidential and highly responsive relationship with Senior Director of Program Management. Also provides administrative support to organization leaders and team members.
• Assist with calendar management by making priority decisions to resolve schedule conflicts, monitor email communication and highlight urgent matters requiring attention, prepare activity reports, and assist with leadership engagement opportunities.
• Schedule meetings/conference rooms, arrange domestic and international travel, prepare expense reports, and maintain department calendars.
• Serve as the focal point for coordinating onsite and offsite customer meetings, including all meeting logistics, catering, and site clearance.
• Collaborate with other administrative assistants to share knowledge and schedule activities with senior leadership across the business, including resolving schedule conflicts.
• Proofread presentation content to ensure proper spelling, punctuation, and grammar usage; may perform minor document revisions to enhance clarity and formatting.
• Establish, maintain, and revise departmental files and readily identifiable control files for matters in progress.
• Create and administer directorate Teams / SharePoint sites.
• Plan morale events, track and maintain directorate budgets, and assist leaders in determining budget requirements.
• May prepare materials for directorate level meetings, All Hands meetings, and Skip Levels.
• Interface with personnel from numerous departments and external contacts to exchange information requiring limited interpretation or discussion.
• Maintain office supplies, including tracking, ordering, and organizing.
• Assist in tasks associated with hiring and onboarding of new employees.
• Perform other duties as requested by leadership, including special projects as assigned.
• Maintains calendars, schedules appointments, arranges departmental meetings/conferences, and attends meetings to take notes.
• Prepares materials for departmental meetings.
• Coordinates and executes departmental events.
• Coordinates travel for department personnel and assists in expense report preparation.
• May track and maintain departmental budgets and assist management in determining budget requirements.
• Collaborates with other Administrative Assistants to share knowledge and coordinate inter-departmental activities.
• Acts as administrator for department websites, including site content updates, managing user access, and assisting users with questions.
• Establishes, maintains, and revises departmental files and readily identifiable control files for matters in progress.
• Maintains office supplies for department, including tracking, ordering, and organizing.
• Assists in tasks associated with hiring and onboarding of new employees.
• Drafts email communications and announcements at an organizational level.
• Maintains organization charts and distribution lists.
• Types and assembles data (i.e., tables, charts, reports, and memorandums) from verbal or written instruction; applies basic knowledge of equipment capabilities to plan details of formatting, spacing and page layout.
• Proofreads presentation content ensuring proper spelling, punctuation, and grammar usage; may perform minor document revisions to ensure clarity.
• Receives and prioritizes telephone calls, business visitors, and incoming mail, routes mail, and inquiries to proper personnel.
• Interfaces with personnel from numerous departments and possible external contacts to exchange information requiring limited interpretation or discussion.
• Other administrative tasks, as delegated and requested.
Preferred Skills/Experience:
• Proficiency in Microsoft Word, PowerPoint, Excel and Outlook, Office 365 and all products.
• SAP, Concur, SharePoint experience.
• Strong background in customer service.
• Event planning experience.
• Excellent time management skills and ability to effectively prioritize work.
• High-level problem-solving skills and attention to detail.
• Excellent verbal and written communication skills.
• Self-starter, able to work independently.
• Enjoy working as part of a team and able to work well with others.