Senior Administrative Assistant

This is a fully remote position, open to applicants in District of Columbia, +2 more states.

📋 Description

• Execute projects and processes that support the Global Digital and Regulatory Policy team.

• Provide administrative assistance to the team within the Worldwide Government Affairs and Policy Department.

• Professionally represent the supported team, department, and company during internal and external engagements.

• Maintain budget spreadsheets and monitor procurement, as well as domestic and international travel activities.

• Assist with agreements and contracts, purchase orders, and check requisitions while adhering to company policies.

• Draft, review, proofread, and manage memorandums, correspondence, presentations, policy assets, and confidential documents.

• Oversee electronic files, version control, Microsoft Teams, and SharePoint repositories.

• Receive, organize, summarize, filter, and manage portal submissions and policy positions.

• Manage Home site postings, updates, news announcements, articles, and vendor instructions.

• Collaborate with site vendors and resolve portal- and Home-related issues.

• Customize team sites and retrieve archived portal articles in response to inquiries.

• Assist with Economic and Social Impact Footprint Reports and their distribution.

• Manage project timelines, schedule meetings, coordinate with internal partners and external consultants, and identify opportunities for process improvements.

• Monitor deadlines and send advance email reminders.

• Maintain SharePoint repositories, control access to sensitive reports, and support SharePoint enhancements.

• Anticipate the needs of the team, compile data and statistics, and manage critical deadlines.

• Foster effective relationships and trusted partnerships within the department.

• Answer phone calls, direct inquiries, and provide backup coverage for administrative desks.

• Engage in special projects, including meeting planning and coordination.

⛳️ Requirements

• A minimum of a high school diploma is required.

• An Associate's degree or higher and/or CPS certification is preferred.

• At least 5 years of experience in an administrative support role.

• Previous experience providing administrative support to multiple mid-level leaders such as Directors.

• Prior experience in a federal affairs or law department or government agency is preferred.

• Proficiency in Microsoft Office, with intermediate to advanced skills in Outlook, OneDrive, Word, Excel, and PowerPoint.

• Ability to learn specialized software for expense reporting, travel arrangements, procurement, and other applications such as Concur, Health Care Compliance GO-EX, International Contract Database, eMarketplace, and Salesforce.

• Previous experience with expense reporting is required.

• Experience coordinating domestic and international business travel, including flights, hotels, and transportation, is required.

• Excellent time management abilities.

• A technologically savvy problem solver.

• Expertise in document preparation, redlining, and proofreading.

• Strong interpersonal skills, with attention to detail, discretion, and sound judgment.

• Capacity to work independently, multitask, and prioritize critical deadlines in a dynamic, fast-paced, multicultural, and international environment.

• Ability to anticipate stakeholder needs and proactively address them.

• Strong organizational and prioritization capabilities.

• Ability to collaborate effectively with other administrative staff.

• Willingness to travel occasionally, with less than 10% of travel being local/domestic.

• Capability to master technology related to supporting the team.

🏝️ Benefits

• Retirement plan (pension).

• 401(k) savings plan.

• Vacation – 120 hours per calendar year.

• Sick time – 40 hours per calendar year; 48 hours per calendar year for employees residing in Colorado; 56 hours per calendar year for employees residing in Washington.

• Holiday pay, including Floating Holidays – 13 days per calendar year.

• Work, Personal and Family Time – up to 40 hours per calendar year.

• Parental Leave – 480 hours within one year of the birth/adoption/foster care of a child.

• Bereavement Leave – 240 hours for an immediate family member; 40 hours for an extended family member per calendar year.

• Caregiver Leave – 80 hours in a 52-week rolling period.

• Volunteer Leave – 32 hours per calendar year.

• Military Spouse Time-Off – 80 hours per calendar year.

• Fully remote work arrangement.

• Overtime eligible.

• Inclusive interview process and accommodations for applicants with disabilities.