Senior Administrative Assistant (v297)

  • Contract Duration: 6-12 months
  • Administrative
  • Providence, R.I

Website Lenox Executive Search


Provides experienced office and calendar management support to two executives.

This position will be working in Providence, RI.

Key Duties and Responsibilities:

· Manages calendars for assigned personnel, including meeting scheduling (both internal and off-site meetings), accepting/declining invites, meeting prioritization, securing conference rooms, ordering catering and “day-of” logistical and administrative support

· Manage the office at Providence including maintaining support equipment, conference rooms, office supplies, vendors, and catering

· Supervise one Administrative Assistant/Office Assistant located in the Providence office

· Ensure the efficient smooth day to day office operations, productivity, anticipate needs and solve independently

· Support a positive and engaging culture, partner with HR, facilities, and communications on on-going organization of the look and feel of the office, serve as a leader and partner in local site cultural initiatives

· Serves as a departmental resource for Vertex’s internal technologies (i.e.; Procurement, SharePoint, Concur, Vertex U, VLearn, etc.)

· Coordinates activities between departments and/or outside parties

· Exchanges and integrates information from stakeholders into departmental reports

· Books flights/hotels, completes expense reports, and arranges team lunches/dinners and offsite meetings for assigned personnel

· Based on established departmental procedures, prioritizes and addresses requests for appointments, emails and telephone calls; directly handles most requests but routes complex or unusual problems to more senior personnel

· Coordinates and helps prepare meeting materials, including meeting agenda preparation/distribution, collecting/printing meeting pre-reads, minute- or note-taking and assembling/editing PowerPoint presentations

· Processes group purchase orders, invoices, and contracts

· Assists with visitor registration, including pre-registering and escorting visitors

· Assists with the onboarding of new personnel into the department

Knowledge and Skills:

· Excellent time management skills, with the ability to effectively manage and prioritize multiple work streams at once

· Ability to work in a fast-paced environment and under pressure as necessary

· Excellent oral and written communication skills

· Resourceful problem solving

· Flexible team play and willing to collaborate and support the team

· Proactive and self-motivated with a positive outlook

· Established knowledge of Microsoft Office products

· Keen attention to detail

· Discretion to handle sensitive and confidential correspondence

Education and Experience:

· High school or secondary school education, Associates Degree required or a Bachelors degree a preferred

· 2+ years of administrative experience, or the equivalent combination of education and experience

· 4-5 years of office administration experience would be ideal

*Please send resume on word document

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As with other larger employers and customer-facing organizations, Lenox Executive Search is carefully monitoring the situation regarding Coronavirus (COVID-19), with a particular focus on public health guidance offered by the CDC and state officials.  We are reaching out to make you aware of our activities and preparations in light of the spread of the Coronavirus (COVID-19). Our number one priority is the safety of our employees, clients and the broader community. Given the current unpredictable nature of the spread of COVID-19, and in an abundance of caution, Lenox Executive Search has implemented the following practices immediately:
  • We have increased our overnight cleaning activities to ensure frequently touched areas are being disinfected and sanitized.
  • We have implemented social distancing techniques to minimize the typical face-to-face- contact by utilizing teleconference calls and flexible workspaces.  We have suspended non-essential business travel for our employees and have asked that inter-company meetings be conducted via teleconference. In addition, we kindly ask all of our customers to help us maintain a handshake-free zone at all Lenox Executive Search locations.
  • We have asked employers who feel ill to stay home.
  • We have convened a team of senior leaders who meet daily to discuss the situation and stand ready to take additional steps, if necessary.
  • We have measures in place to ensure our operations can effectively continue so that we can provide our clients uninterrupted service.  Lenox Executive Search already had robust and detailed business continuity plans in place.
– The Lenox Executive Search Team