Senior Administrative Assistant

The Senior Administrative Assistant provides high-level administrative, operational, and project coordination support within the Administration Unit and across the Birch Aquarium units as assigned.

This position supports departmental leadership and operational priorities by managing administrative functions, coordinating activities across units, and helping ensure the efficient execution of organizational initiatives.

Under general direction, the incumbent independently performs a wide range of advanced administrative and analytical duties.

Responsibilities include managing complex and dynamic calendars and scheduling priorities; coordinating meetings, events, and leadership activities; preparing correspondence, briefing materials, reports, and presentations; arranging travel and processing related reimbursements and financial transactions; and maintaining confidential records and sensitive information with a high degree of discretion and professionalism.

The position serves as a central coordination resource within the Administration Unit, supporting communication and workflow across multiple units within the Aquarium. The incumbent gathers and organizes information, monitors commitments and timelines, tracks action items and departmental initiatives, and ensures that leadership priorities and operational needs are supported in a timely and organized manner.

The position also identifies opportunities to improve administrative processes and implements workflow or procedural enhancements to increase efficiency.

Supports department-level projects and strategic initiatives that may span multiple functional areas. Duties may include coordinating logistics, compiling and synthesizing information, preparing status updates or analytical summaries, supporting planning activities, and maintaining project documentation from initiation through completion.

The work environment is dynamic, and assignments may shift based on departmental priorities, workload distribution, and emerging operational needs. Work direction is provided by the Administration Unit leadership, and the incumbent is expected to exercise sound judgment, initiative, and flexibility while managing multiple competing priorities with minimal supervision.

The Senior Administrative Assistant will provide work direction and task coordination for temporary administrative support staff as assigned, including prioritizing tasks, clarifying expectations, and monitoring workflow to ensure timely and accurate completion of assigned work. This responsibility reflects lead-level coordination and does not include formal supervisory authority.

The ideal candidate is highly organized, proactive, and adaptable, with strong communication and analytical skills, excellent attention to detail, and the ability to maintain confidentiality while supporting a fast-paced, collaborative environment.

QUALIFICATIONS

• Proven experience in providing high-level administrative support to complex organizations.
• Proficient in using personal computers and software packages, including MS Office Suite, Google Workspace, AI, and data processing tools.
• Demonstrated ability to implement productivity-enhancing systems, particularly in communication, reporting, and calendaring.
• Capability to establish and implement new procedures, with a strong understanding of established protocols.
• Experience in event planning and staging small to medium size events.
• Exceptional interpersonal skills with the ability to exercise tact, diplomacy, and mature judgment, fostering positive relationships and teamwork.
• Proven verbal communication skills to interact effectively and professionally across diverse backgrounds, in person, writing, phone, and email.
• Proven ability to maintain confidentiality with sensitive financial, payroll, and personnel information.
• Strong organizational skills with the ability to prioritize tasks, manage multiple projects, and meet deadlines under pressure.
• Ability to work independently with minimal supervision, demonstrating initiative, sound judgment, and adaptability to changing priorities.
• Demonstrated ability to compose, edit, and proofread written materials, ensuring clarity, proper grammar, and concise expression.
• Skill in locating, analyzing, and synthesizing information, and presenting data effectively using various formats and resources.
• Strong analytical skills to understand, interpret, and evaluate complex documents and materials.

SPECIAL CONDITIONS

• Job offer is contingent on clear Background Check.
• Occasional overtime and/or evenings/weekends may be required.
• Duties may require direct contact with children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) training will be required. Must meet CANRA compliance requirements per the California Child Abuse and Neglect Reporting Act (“CANRA,” Penal Code sections 11164-11174.4).