Senior Administrative Assistant

HOYA OPTICAL LABS OF AMERICA
Job Description

Job Title: Senior Administrative Assistant
Department: Corporate Office
Reports To: CFO and General Counsel
Location: Lewisville, TX
Job Classification: Hourly

The Senior Administrative Assistant will provide comprehensive administrative support to the CFO and General Counsel, ensuring efficient and effective day-to-day operations. This role requires exceptional organizational skills, the ability to handle sensitive information with discretion, and the capacity to manage multiple priorities in a fast-paced environment.
Key responsibilities:

Executive Support:

• Manage and maintain the CFO and GCs calendars, scheduling meetings, appointments, expense reports and travel arrangements.

• Screen and prioritize emails, phone calls, and correspondence, responding on behalf of the CFO and GC when appropriate.

• Prepare and edit documents, reports, presentations, and correspondence for the CFO and GC.

• Coordinate and manage key meetings, including preparing materials, taking minutes, and ensuring follow-up on action items.

Administrative Tasks:

• Organize and maintain confidential files and records.

• Handle expense reports, budget tracking, invoicing and financial documentation for the CFO and GC.

• Coordinate and facilitate internal and external meetings, including logistics, agendas, and catering.

• Assist in the preparation of Ringisho approvals, legal documents, contracts, and compliance reports.

• Serve as a liaison between the CFO, GC, and other departments, ensuring smooth communication and collaboration.

Project Management:

• Assist in special projects and initiatives led by the CFO and GC.

• Conduct research and gather information as needed to support decision-making processes.

• Manage deadlines and deliverables for various projects, ensuring timely completion.

Communication:

• Draft and proofread communications on behalf of the CFO and GC.

• Coordinate communication and follow-up with stakeholders, both internal and external.

• Foster positive relationships with key stakeholders, clients, and partners.
  Other duties and assignments as assigned.
  Required Skills

Exceptional organizational and time-management skills
Strong written and verbal skills
Proficiency in Microsoft Office Suite (Word, Excel, Outlook and PowerPoint) and other relevant software.
Ability to handle sensitive information with discretion and maintain confidentiality
Strong problem-solving skills and the ability to anticipate needs
Ability to work independently and as part of a team in a fast-paced environment

Required Education & Experience

Associate's degree in business administration or equivalent qualification preferred
Minimum 5 years' experience in administrative support roles. Supporting C-level executives is preferred.
Experience in finance or legal environments highly desirable

Required Competencies

Professionalism and integrity
Attention to detail
Initiative and proactive approach
Adaptability and flexibility
Strong interpersonal skills
Multitasking and prioritization