Job: Senior Administrative Assistant

Jobing Description

JOB SUMMARY
This senior level position will be provide a wide variety of administrative and organizational support services for the President and senior management team (heads of Legal, Risk, Operations and Client Management) of the Stable Value Solutions (SVS) business unit. While the main focus is on support at the individual level for the senior management team, this role will work closely with another Administrative Assistant by providing occasional back-up support for the administrative needs of the various department teams. Specific duties include but are not limited to

DUTIES
1. Support the President and senior management team with calendar and e-mail management, Paid Time Off (PTO) time management, filing and day to day organization and preparation.

2. Schedule appointments, client visit and conference calls. Make travel and conference/seminar arrangements.

3. Coordinate event management such as conferences, client events and all-employee meetings.

4. Provide telephone coverage for the various individuals, including proactively screening and routing calls.

5. Prepare documents and/or presentation materials using PowerPoint, Excel or Word. Track marketing materials through Legal/Compliance process.

6. Manage the mail process;which includes timely sorting and organization.

7. Assist with the annual development of the budget.

8. Manage the expense payment process. This includes reviewing invoices, expense reports, and check requests for appropriateness and accuracy.

9. Order and maintain supplies.

10. Own the maintenance schedule for printers, faxes, and other office equipment; manage vendor relationships.

11. Coordinate the Business Continuity Plan (BCP) and Record Retention Processes.

12. Work with team members on ad hoc projects and requests, as needed.
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Qualifications
CANDIDATE SKILLS PROFILE
Job Related Qualifications

1. Minimum 5 years experience in providing administrative support in a multi-tasked, multi-manager environment.

2. Strong word processing skills (preferably Microsoft Word), and familiarity with an electronic calendar system (preferably Outlook) are required.

3. Working knowledge of Excel spreadsheets and PowerPoint is required.

4. Ability to communicate effectively at all levels, both internally and externally.

5. Ability to prioritize multiple tasks is required.

6. Ability to work with wide range of personal work styles.

7. Strong organizational skills and attention to detail.

8. Ability to handle confidential information and exercise discretion.

9. Must be proactive and willing to adjust work schedules and processes to meet the business demands.

10. Work well in a hands-on environment where coordination and teamwork with legal, marketing, operations, risk and other business areas is a priority.
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Performance Skills
1. Interaction Able to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport.

2. Attention to Detail Able to follow detailed procedures and ensure accuracy in documentation and data; concentrate on routine work details, and organize and maintain records.

3. Customer Focus Able to demonstrate a high level of service delivery; do what is necessary to ensure customer satisfaction; prioritize customer needs.

4. Planning Prioritizing and Goal Setting Able to manage multiple projects; organize and schedule people and tasks.

5. Tolerance of Ambiguity Able to withhold actions or speech in the absence of important information; deal with unresolved situations, frequent change, delays or unexpected events.

6. Commitment to Task Able to start and persist with specific courses of action while exhibiting high motivation and a sense of urgency. Willing to commit to overtime hours to reach team and business goals. Demonstrate accountability and ownership for the process and deliverable.

7. Initiative Able to bring about great results from ordinary circumstances; prepare for problems or opportunities in advance; transform leads into productive business outcomes; undertake additional responsibilities and respond to situations as they arise without supervision.
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ADDITIONAL HELPFUL SKILLS
1. A demonstrated aptitude for financial information is helpful.
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EDUCATION/TRAINING/ENVIRONMENTAL
1. High school diploma or equivalent required.

2. Certified Professional Secretary designation is preferred.

3. Ability to travel on occasion during the business transition.
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Pay,Benefits, & Work Schedule
Bonus Eligible Yes
FLSA Status Non-Exempt
Must be a US citizen or have permanent authorization to work in the US.
Job Title Senior Administrative Assistant
Market Guidelines TBD (Starting salary commensurate with experience)
Division Employer Solutions & Pensions Group -Stable Value Solutions business unit
Location Baltimore, Maryland
Posting Date May 2, 2011
Reference Number 2011-11908
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Equal Employment Opportunity
The candidate hired for this position will be an employee of Transamerica Life Insurance Company.