Administrative Assistant

Job Title: Senior Administrative Assistant
Location: The Dalles, Oregon

Job Summary

We are seeking a highly organized and detail-oriented Senior Administrative Assistant to provide comprehensive administrative support to senior managers and operational teams within a fast-paced federal program environment. This role is responsible for managing executive calendars, coordinating meetings and travel, maintaining documentation and SharePoint sites, tracking action items, and supporting personnel and operational processes. The position requires strong communication skills, discretion when handling confidential information, and the ability to prioritize multiple assignments while ensuring compliance with established administrative procedures and policies.

Key Responsibilities

• Provide high-level administrative and clerical support to managers and staff, ensuring efficient daily operations.

• Manage and coordinate Outlook calendars, appointments, meetings, conferences, and training sessions for managers and team members.

• Organize and coordinate in-person and virtual meetings, including scheduling, room reservations, technology setup, agenda preparation, and meeting materials.

• Attend meetings as needed, record meeting minutes, and distribute notes and action items to stakeholders.

• Prepare, review, and proofread correspondence, reports, and official documents to ensure accuracy and compliance with administrative policies.

• Create and maintain spreadsheets, reports, and presentations using Microsoft Word, Excel, PowerPoint, and Adobe Acrobat.

• Maintain and administer SharePoint sites, including document libraries, team workspaces, calendars, and tracking systems.

• Monitor and track action items, deadlines, and project updates to ensure timely responses and completion of assigned tasks.

• Screen and respond to incoming phone calls, emails, and visitor inquiries; route requests to appropriate personnel when necessary.

• Coordinate domestic and international travel arrangements, including flights, accommodations, travel documentation, and expense reconciliation.

• Support personnel administrative activities including training tracking, performance documentation, recognition materials, and HR documentation submissions.

• Assist with time and attendance coordination, reviewing records for accuracy and maintaining leave calendars.

• Process incoming and outgoing correspondence, distribute mail, and ensure proper routing of documents requiring action.

• Coordinate office support services including equipment maintenance, printing requests, and office supply management.

• Assist with purchase card (P-Card) documentation review and expense reconciliation, ensuring compliance with procurement policies.

• Maintain official organizational records and documentation in compliance with records management and information governance policies.

• Collaborate with the administrative team to streamline administrative procedures and improve operational efficiency.

• Provide backup support to other administrative staff as needed.

Required Qualifications

• High School Diploma or equivalent required.

• 6+ years of administrative or clerical experience supporting managers or operational teams.

• 4+ years of experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Experience using SharePoint or similar collaboration/document management platforms.

• Strong organizational, communication, and multitasking abilities.

• Ability to maintain confidentiality and manage multiple priorities in a deadline-driven environment.

Preferred Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Office Administration, or a related field.

• Experience supporting senior managers or working in a government, public sector, or highly regulated environment.

Additional Requirements

• Valid U.S. Driver’s License required.

• Ability to work independently and collaboratively while supporting multiple stakeholders.

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