Senior Administrative Assistant, Markets & Food

Responsibilities

• Scheduling & Communication: schedule meetings and appointments for team leads and staff. Answers and routes phone calls, greets visitors, and handles a variety of internal and external requests. Answers complex inquiries requiring detailed knowledge of departmental procedures.
• Document Review and Preparation: regularly composes correspondence for self and others. Composes complex documents such as Power Point presentations. Ensures documents are correct and accurate. May help prepare proposals and contracts.
• Events: contributes to planning and running of the team's monthly, quarterly, and annual gatherings, virtual and in-person. Coordinates other meetings/conferences/special events, including attendee coordination, space and equipment rental, AV needs, catering, and material preparation.
• Performs other duties as assigned.
• Key Competencies
• Organization & Time Management - effectively manages calendars, priorities, and logistics to support scheduling, travel, and events.
• Communication & Engagement - handles inquiries, drafts correspondence, and interacts professionally with colleagues, internal and external stakeholders.
• Attention to detail - ensures accuracy and quality in documents, financial data, and reports.
• Financial Management - manages payments, expense tracking and reports, with accuracy and compliance.
• Project Management - coordinates and tracks workflows across M&F team, ensuring deadlines and deliverables are met.
• Key Competencies
• Organization & Time Management - effectively manages calendars, priorities, and logistics to support scheduling, travel, and events.
• Communication & Engagement - handles inquiries, drafts correspondence, and interacts professionally with colleagues, internal and external stakeholders.
• Attention to detail - ensures accuracy and quality in documents, financial data, and reports.
• Financial Management - manages payments, expense tracking and reports, with accuracy and compliance.
• Project Management - coordinates and tracks workflows across M&F team, ensuring deadlines and deliverables are met.
• Skills and Abilities
• A high school diploma or equivalent. Five years of demonstrated and progressively responsible experience in an administrative assistant or secretarial position.
• Proficiency in English to include solid written and verbal language skills is required.
• Strong proficiency in Microsoft Office applications (Word, Excel, Power Point, SharePoint) to include creating documents, reports and logs. Some knowledge of Airtable, CRM and/or Monday preferred.
• Good organizational and analytical skills needed to proof and edit documents; effective writing ability necessary to prepare own correspondence.
• Ability to manage multiple projects and priorities, taking initiative, prioritizing and completing work with minimal supervisio

Additional Information

Major Function The Senior Administrative Assistant, Markets & Food performs a variety of standard and frequently complex administrative duties and responsibilities on the Markets & Food team to ensure the smooth functioning of team activities, programs, and day-to-day operations. Applies strong organizational and administrative skills, along with knowledge of organizational programs and policies, to manage scheduling, communications, documentation, financial processes, and coordination across internal and external stakeholders.

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