American Bureau of Shipping (ABS)

The Senior Administrative Coordinator provides confidential administrative and office clerical support. Uses independent judgment in carrying out responsibilities and takes initiative to handle routine and semi-routine matters. Provide direction and guidance to another office administrative support staff in project work as assigned. Complete complex special projects requiring advanced level skills and knowledge of company and/or department operations.

What You Will Do:

• Maintains schedule of appointments and meetings.
• Screens phone calls, take clear and complete messages, and directs calls to the appropriate individual. Where appropriate, directly handles routine and semi-routine matters on behalf of an Executive or Senior Manager (may not necessarily be an Officer of ABS).
• Processes correspondence, maintains filing system, and sorts and distributes department's mail as required.
• Sets up and maintains files in a timely and organized manner. May assist with records management duties, including filing, file retrieval, and database entry tasks.
• Compose draft documents and letters on behalf of an Executive or Senior Manager of ABS. Ensures that the appropriate review, authorization, and signatures are obtained on documents and letters.
• Handle processing of vendor invoices, weekly entries of timesheets, and preparation of travel expense reports as required.
• Keeps track of travel scheduled and informs direct reports of same.
• Arranges and coordinate travel itinerary and hotel reservations with a company-designated travel agency. Works closely with travel agents to finalize the details of travel arrangements.
• Makes any necessary arrangements for various business and committee meetings that are attended by the Senior Managers and other Officers of ABS. May include related air travel, hotel accommodations, meeting space, or other required reservations for social functions, or the entertainment of clients. Required to work closely with other senior Executive Assistants of ABS.
• Performs routine and non-routine clerical tasks with little or no supervision.
• Provide occasional work direction and instruction to other Administrative Assistants.
• Keeps abreast of PC business applications and attends training courses as needed.
• Maintain a limited supply of office supplies or share a common storage area for the same.

What You Will Need:

Education and Experience

• High School diploma or equivalent
• Some college or advanced training preferred
• A minimum of ten (10) years of professional work experience as an Administrative Assistant, or a combination of education and experience.

Knowledge, Skills, and Abilities

• Ability to develop a working knowledge of ABS Rules, Guides, statutory regulations, and related instructions, as well as the ABS Employee Safety Policy.
• Advanced knowledge and skills in the use of office automation software, which may include spreadsheet or database applications, word processing, and presentation applications.
• Ability to learn additional programs as required.
• Excellent oral and written communication skills.
• Must have strong interpersonal skills and the ability to deal with levels of employees and outside clients in a professional and business-like manner.
• Ability to handle routine and non-routine business matters in the absence of an executive.
• Ability to prioritize workload and handle assignments simultaneously as may be required.
• Must have strong organizational skills.
• Obtain a working knowledge of the ABS Health, Safety, Quality, and Environmental Management Systems.

Reporting Relationships:

Reports to a Manager, Director, or Executive level position