Senior Administrative Assistant Job Description and Role Profile

The Senior Administrative Assistant provides high-level administrative support to senior managers and teams. This role is suited to organised, proactive candidates with proven experience in diary management, stakeholder liaison and office coordination who can manage competing priorities and support smooth operational delivery.

Senior Administrative Assistant Job Profile

The Senior Administrative Assistant is responsible for delivering efficient administrative services across the organisation, acting as a primary point of contact for internal and external stakeholders. The role combines complex diary and calendar management, document preparation and coordination of meetings and events with supervisory duties for junior administrative staff.

The purpose of the role is to increase the productivity of senior teams by handling routine and non-routine administrative tasks, ensuring accurate recordkeeping, and supporting process improvements to administrative workflows.

Senior Administrative Assistant Job Description

The Senior Administrative Assistant will manage executive and team schedules, prepare and distribute concise and accurate correspondence, and coordinate complex meetings and events. The role requires effective prioritisation of tasks, confidential handling of sensitive information and proactive problem solving to anticipate needs and remove administrative obstacles.

Working closely with senior managers and cross-functional teams, the post holder will maintain organised filing and record systems, support procurement and invoice processing where required, and oversee the work of junior administrative colleagues. The role often involves liaising with external suppliers and stakeholders and representing the office in professional interactions.

Success in the position depends on strong organisational skills, excellent written and verbal communication, attention to detail, and the ability to work under pressure while maintaining a high standard of accuracy and discretion.

Senior Administrative Assistant: Duties and Responsibilities

• Manage complex diaries and coordinate meetings, calls and virtual sessions for senior staff.
• Prepare, proofread and format reports, presentations and official correspondence.
• Take and circulate clear minutes and action logs from meetings and track progress to closure.
• Coordinate travel arrangements and itineraries, including visas and travel documentation where required.
• Plan and support internal and external events, workshops and team meetings from logistics to post-event follow up.
• Supervise and mentor junior administrative staff, allocating tasks and monitoring performance.
• Maintain accurate filing, records and document control systems to ensure compliance with organisational policies.
• Liaise with suppliers and service providers, managing enquiries and basic procurement processes.
• Process invoices and expense claims in line with established procedures and support basic budget monitoring.
• Act as first point of contact for senior teams, managing enquiries and directing requests appropriately.
• Implement and recommend improvements to administrative procedures to increase efficiency.
• Handle confidential and sensitive information with discretion and professionalism.
• Prepare regular administrative reports and maintain logs to support operational decision making.
• Support cross-team projects by coordinating tasks, deadlines and stakeholder communications.

Senior Administrative Assistant: Requirements and Qualifications

• Minimum of two to five years experience in an administrative or office support role, preferably supporting senior managers.
• Formal qualification in business administration, office management or a related discipline desirable.
• Proven ability to manage multiple priorities and deliver to tight deadlines with a high degree of accuracy.
• Excellent written and verbal communication skills, with strong proofreading and minute-taking ability.
• Advanced organisational skills and meticulous attention to detail.
• Strong interpersonal skills and experience liaising with senior stakeholders and external contacts.
• Demonstrable experience supervising or mentoring junior staff and coordinating team workloads.
• High level of discretion and integrity when handling confidential information.
• Good numeracy skills and experience with basic financial administration and invoice processing.
• Problem solving skills with an ability to anticipate needs and propose practical solutions.
• Flexible approach to working and ability to support ad hoc requests and changing priorities.
• Strong recordkeeping and document control practices.
• Professional attitude, reliable timekeeping and commitment to continuous improvement.