Senior Administrative Assistant-Washington

Deloitte - Workplace Experience

Job Title: Senior Administrative Assistant

Career Level: 3

Channel/Function: Workplace Experience/Business Services

Location: Washington, DC

Position Reports to: Office Experience Manager

Key Clients/Stakeholders: Partners, Principals, and Managing Directors, Administrative Services Senior Managers, Office Experience Senior Managers, Business Services Leaders

Deloitte is one of the leading professional services organizations in the United States specializing in audit, tax, consulting, and financial advisory services with clients in more than 20 industries. We provide powerful business solutions to some of the world's most well-known and respected companies, including more than 75 percent of the Fortune 100.

At Deloitte, you can have a rewarding career on every level. In addition to challenging and meaningful work, you'll have the chance to give back to your community, make a positive impact on the environment, participate in a range of diversity and inclusion initiatives, and get the support, coaching, and training it takes to advance your career. Our commitment to individual choice lets you customize everything from your career path to your educational opportunities to your benefits. And our culture of innovation means your ideas on how to improve our business and your clients' will be heard.

Visit www.deloitte.com/us/careers to learn more about our culture, benefits, and opportunities.

Deloitte Services LP includes internal support areas such as Marketing and Communications, Human Resources/Talent, Information Technology, Facilities Management, and Financial Support Services.

Position Summary:

The Senior Administrative Assistant plays an integral role in supporting the success of the practice by providing a variety of administrative services to our Partners, Principals, and Managing Directors (PPMDs) in a highly collaborative, fast-paced and service-oriented organization. The successful candidate will thrive in a team environment, provide excellent customer service, possess a high degree of self-confidence and executive presence, exercise discretion and diplomacy in all interactions, have the ability to proactively anticipate and manage challenges, be a self-starter with strong abilities to manage multiple responsibilities and prioritize appropriately, possess excellent time and project management skills, work efficiently and remain flexible to changes in schedule and work hours (including flexibility to work overtime as required).

Expected administrative activities include time and expense management, calendar and mailbox management, travel arrangements, project and meeting coordination, invoicing, research, and facilitating service requests with Deloitte teams and vendors.

Responsibilities include but are not limited to the following:

• Deliver exceptional administrative support and customer service in a hybrid work environment; adapt methods and behaviors to effectively engage and accommodate client styles and preferences.
• Act as a trusted business advisor to help advance, implement, and achieve client objectives and desired outcomes; use business and subject matter expertise to provide practical and relevant ideas and insights.
• Coordinate and provide administrative support for a collective group of clients by applying advanced technical skills and knowledge to use business applications, tools and processes to effectively complete work in a timely, efficient manner.
• Promote and work within a teaming culture; leverage strengths of your peers and leaders, utilize specialized skills to execute responsibilities. Function as a backup for other Senior Administrative Assistants within the group and support other teaming activities as directed.
• Responsible and accountable for executing work and projects, often working independently to maintain momentum and move work forward intuitively.
• Produce superior work in a fast-paced environment, meeting deadlines and expectations for quality. Effectively negotiate deadlines when necessary and communicate changes to manage expectations. Demonstrate exceptional judgement in managing time and completion of changing daily tasks.
• Coordinate work with other local and national teams as needed to accurately and effectively complete work assignments. Have an expert understanding of Deloitte's network of business support services.
• Accurately and proactively assess requirements for each project/request. Communicate effectively with stakeholders at all times, addressing questions or issues promptly, professionally, and with an appropriate sense of urgency.
• Develop and share new innovative solutions which can be applied as best practices; demonstrate forward-thinking and creative ideas to enhance the client experience and overall service delivery.
• Build positive and productive relationships with leadership and peers, PPMD clients and engagement teams, and Deloitte professionals in all functions at all levels. Cultivate relationships and maintain contact with external clients on behalf of internal stakeholders as appropriate.
• Track, research and manage time and expense activities to proactively enter and submit on behalf of PPMDs in a timely and accurate manner, ensuring weekly compliance deadlines are met.
• Proactively manage PPMDs' travel needs, including international travel coordination, understanding PPMDs' travel preferences, monitoring flights, and exercising good stewardship of firm resources.
• Compose, proofread, format and edit letters, emails and other correspondence. Collaborate with appropriate business services teams to format, edit, and proofread documents such as presentations, proposals and other client deliverables according to Deloitte brand standards.
• Monitor and respond to email on behalf of PPMDs, based on PPMDs' expectations and personal style. Response may include directing requests to other teams, initiating work on projects, and adjusting meetings and schedules.
• Provide Outlook calendar support, including creating, updating, and rescheduling meeting invitations, tracking participation, and identifying and resolving scheduling conflicts.
• Arrange and reserve conference rooms and request catering for meetings, leveraging internal Deloitte space reservation system. Assist PPMDs with making necessary individual space reservations for working in the office.
• Conduct research using appropriate internal and external resources.
• Maintain and update electronic files in Teams or SharePoint sites, etc. as requested.
• Maintain a thorough knowledge of Deloitte's matrixed organization and brand standards in order to offer superior service and accurate guidance to customers.
• On a regular basis, manage sensitive and confidential information appropriately and with a high level of discretion.

• Bachelor's degree highly preferred, experience supporting executives in a large/matrixed corporate environment, or relevant customer service experience.
• Experience that demonstrates excellent customer service skills, strong communication and organizational skills, and the ability to work in a team environment.
• Superior technical skills, including the ability to learn and master a variety of internal custom business applications. Advanced Word, Excel, PowerPoint, Outlook and Internet skills.
• Excellent verbal and written communication skills with knowledge of proper grammar, punctuation and spelling.
• Must be legally authorized to work in the United States without the need for sponshorship, now or at any time in the future.

• At least 5 years work experience as an administrative assistant supporting executives.
• Attentive listener. Able to use tact and diplomacy in all communications.
• Exceptional interpersonal skills with the ability to engage and interact with internal and external clients at all levels. Communicates with a positive, "can-do" attitude and professional demeanor at all times.
• Excellent time management skills with ability to prioritize and effectively multi-task in a high stress environment.
• Superior organizational skills and proactive in anticipating business needs; able to identify and contribute to developing efficient process and workflow methods.
• Understands Deloitte's business and understands the implications and impact of his/her work within the business.
• Self-motivated. Able to work independently with minimal instruction on day-to-day work. Able to determine best approach for new assignments or projects with general instructions. Able to collaborate as needed to achieve business goals.
• Flexible and adaptable; able to embrace ongoing change in tasks and environment.
• Detail-oriented and quality conscious. Dependable and responsive.
• Able to take initiative. Assertive, confident, and willing to take appropriate and proactive action to accomplish tasks.
• Exercises good judgment/decision making. A critical and innovative thinker who is able to navigate gray areas, anticipate problems, formulate solutions and act accordingly. Able to thoughtfully and consistently manage up to avoid surprises.
• Motivated and able to learn, develop and quickly apply new skills.
• Must have flexibility to work overtime as required.