Sr. Administrative Assistant
hace 9 días
Warwick
Job Description Senior Administrative Assistant Location: Warwick, RI Schedule: Monday – Friday, 7:30 AM to 4:00 PM Type: Full-Time, Onsite About the Role We are seeking a highly organized and detail-oriented Senior Administrative Assistant to provide exceptional administrative support to a busy facilities and operations department. This role requires strong multitasking abilities, excellent communication skills, and the ability to maintain precise documentation while managing multiple priorities in a dynamic environment. Key Responsibilities • Provide comprehensive administrative support to department leadership, maintaining organized calendars, records, and schedules., • Prepare, edit, and format reports, spreadsheets, and presentations with accuracy and professionalism., • Organize and maintain digital and physical filing systems for easy document retrieval., • Coordinate meetings, travel, staff time off, and events across multiple stakeholders., • Track project deadlines, follow up on outstanding items, and assist with departmental reporting., • Handle incoming calls, emails, and correspondence with courtesy and professionalism., • Assist with procurement activities—tracking purchase orders, vendor invoices, and contracts., • Support budget monitoring and financial tracking efforts as directed., • Maintain up-to-date training in the work order management system; enter and report on work orders as needed., • Prepare meeting agendas, take minutes, and distribute accurate summaries., • Provide front-line communication with maintenance staff and vendors via two-way radio., • Assist with payroll documentation, scheduling, and coordination of maintenance and repair activities., • Verify and inspect work completed by contract cleaning services and assist with building maintenance invoice processing., • Support Board Room setup and departmental event coordination. Qualifications • Bachelor’s degree required., • Minimum of 5 years of progressive administrative experience, preferably supporting facilities, maintenance, construction, or operations teams., • Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfort with database or work order management systems., • Exceptional organizational skills, attention to detail, and ability to manage multiple priorities., • Excellent written and verbal communication skills., • Proven ability to work independently and collaboratively in a team environment., • Must be able to obtain and maintain airport security clearance and hold a valid driver’s license. Physical & Work Environment • Prolonged computer use and occasional couriering of documents between offices., • Work performed primarily in an office setting within an airport terminal., • May require traversing airport property, including terminals, parking structures, and maintenance areas. Schedule Monday – Friday, 7:30 AM – 4:00 PM Full-time, onsite role with consistent weekday hours. Why Join Us This is an excellent opportunity to bring your administrative expertise to a vital operational team that keeps airport facilities running smoothly. You’ll work in a professional, fast-paced environment with supportive colleagues and opportunities to contribute to high-impact projects. Company DescriptionYour Complete Satisfaction is Our Number One Goal Since 1978, we have specialized in supplying temporary and direct hire staffing to Rhode Island corporations of all types - including banks, hospitals, manufacturing firms, colleges, professional and legal firms, and governmental agencies.Your Complete Satisfaction is Our Number One Goal\r\nSince 1978, we have specialized in supplying temporary and direct hire staffing to Rhode Island corporations of all types - including banks, hospitals, manufacturing firms, colleges, professional and legal firms, and governmental agencies.