Senior Administrative Assistant Jobs

VIVO Growth Partners is leading the search for a Senior Administrative Assistant to join a long-standing family-owned business in central Ohio.

The Senior Administrative Assistant is responsible for cross-functional administrative support to the legal, accounting, and office management functions. Specifically, the Senior Administrative Assistant will (1) serve as the primary administrative support to the Legal department, which services multiple operating businesses, (2) perform accounts payable and cash reconciliation duties in support of the Accounting department, and (3) serve as the Company’s receptionist and director of first impressions on a part-time (2x per week) basis, and provide office management support.

The company is a family-owned company that passionately invests in businesses, people and good. We help partners and communities thrive by providing strategic leadership, flexible capital, and a collaborative spirit. We are creating a future where businesses succeed by running thoughtfully and equitably while uplifting others.

Key Functions and Expected Performance:

• ▪ Honest, with the highest personal and professional integrity is necessary.
• Key Characteristics of a Successful Team Member in this Work Unit:
• ▪ Three to five years of previous experience with legal administrative, accounts payable and/or general office duties is strongly preferred.
• ▪ A high school diploma is necessary.
• This position does not have supervisory responsibility and reports administratively and functionally to the SVP & General Counsel
• ● Enter AmEx legal related expenses in Abacus software.
• Rather than waiting to be asked; understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate
• ● Perform other clerical duties such as scheduling appointments, providing information to callers, composing and typing routine correspondence, and reading and routing incoming mail.
• ▪ Meticulous attention to detail and organization is necessary.
• ▪ Ability to take initiative, multi-task and work well under pressure is necessary.
• ▪ Adaptability – Reads cues and adapt accordingly; adjusts style and approach to accommodate the styles and needs of others; can anticipate and effectively de-escalate potential conflicts
• ▪ Detail-Oriented – Even small mistakes can create big issues; attention to detail work indicates care about the outcomes
• ● Maintain the legal signed documents files and other company legal records.
• ▪ Legal assistant/paralegal coursework is not required but will be given weighted consideration.
• ● Assist with mail pick-up and delivery, restocking office supplies, and ordering coffee for the office.
• ▪ Thorough working knowledge of Microsoft Office suite of products is necessary.
• ▪ Positive demeanor and attitude are necessary.
• ▪ Excellent customer service skills are necessary.
• ▪ Independent decision-making skill is necessary
• ▪ Willingness to rapidly learn new skills when the situation demands it is necessary.
• ▪ Demonstrated ability to work collaboratively and in a team setting is necessary.
• Preferred.
• ● Draft various legal documents and agreements related to litigation and non-litigation
• ▪ Some college coursework in accounting and/or general business administration is highly
• ● File correspondence and legal documents in the office filing system.
• ▪ Ability to handle highly confidential information is necessary.
• Experience and Skills:
• Matters for the legal department.
• ▪ Excellent verbal and written communication skills are necessary.
• ● Assist in paying legal invoices on a timely basis and track legal expenses in Excel
• ● Prepare year-end minutes and maintain the corporate minute books.
• Reports with regulatory departments (Secretary of State).
• ▪ Critical thinking skills are necessary.
• Education and Certifications:
• ● Serve as front desk/receptionist for the office on Tuesdays and Fridays, greeting visitors and managing deliveries.
• ● Perform accounts payable and cash reconciliation duties for the accounting group.
• Supervisory Relationships:
• ▪ At least five years of related administrative experience in a corporate environment is necessary.
• ● Compile data and reports for business filings and annual reports, and prepare and file
• ▪ Professional attitude and considerable tact, persuasion and judgment in interactions with internal and external constituents is necessary.
• ▪ Comfort with new technological systems and upgrades as they arise is necessary.
• ▪ Responds Promptly – Recognizes that when emails and phone messages aren’t returned in a timely way, it sends the message that the other party is not important; responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response
• ● Notarize legal documents as needed.
• ● Provide occasional administrative and clerical support to the VP of Leadership and Development and Tax Department when requested and as workload permits.
• ▪ Autonomous – Self-managing; self-motivated; manages time, activities and outcomes well so that progress stays on track; cleans up after themselves
• Spreadsheets.
• ▪ Helpful Nature – Offers to help lighten the load for others in times of need; volunteers