Senior Administrative Assistant

The Senior Administrative Assistant is an individual contributor role that provides administrative and basic technical support to the VP of Information Research (IR), the IR leadership team, and their extended team. They are an integral part of the IR assistant team. This role helps ensure smooth day‑to‑day operation of VP, IR activities by coordinating schedules and meetings, maintaining documentation and trackers, and supporting routine building and business processes.

Responsibilities:

• Provide calendar and meeting support for VP, IR, leadership team and the broader IR team and visitors, including scheduling, rescheduling, and coordinating logistics for in‑person and virtual meetings. 
• Prepare, format, and proofread IR‑related documents, presentations, spreadsheets, and reports, ensuring accuracy and consistency.
• Maintain organized electronic filing and shared repositories for IR documentation (e.g., team files, meeting notes, standard procedures, project trackers).
• Support basic data entry and updates in IT trackers, logs, or systems (e.g., project lists, asset, or request trackers) as directed.
• Assist with coordination of IR team events, workshops, and training sessions, including agendas, attendee lists, materials, and local logistics.
• Help process routine administrative tasks such as invoices, purchase requests, basic vendor documentation, and expense reports in alignment with established processes.
• Monitor and help coordinate local IR office or team supplies (e.g., standard office materials, meeting materials) according to guidelines.
• Support onboarding logistics for new members of the IR team (scheduling introductions, sharing team materials/checklists, helping with standard setup steps as directed by IR staff).
• Assist the IR leaders and team in travel scheduling and processing of expense reports. 
• Perform other administrative duties as assigned to support the effectiveness of the IR organization.
• Serve as a point of contact for building issues. Communicate security issues, cleaning needs, and maintenance requests through the proper channels.