Administrative Assistant (Apex Systems)

About the Role

Senior Administrative Assistant

Location: Birmingham, AL, US

Job Description:

Job#: 3031422

Job Description:

Position Summary

We are seeking an experienced Senior Administrative Assistant to take a lead role in providing advanced administrative support to a dynamic leadership team. This role requires a high level of professionalism, discretion, and initiative, along with the ability to manage complex priorities and ensure smooth day-to-day operations. The ideal candidate brings 6-10 years of experience supporting executives or senior leaders and thrives in a fast-paced, highly detail-oriented environment.

Key Responsibilities

• Provide comprehensive, high-level administrative support to the leadership team, ensuring efficient operations and streamlined workflows.

• Independently manage complex calendars, schedules, and appointments, proactively optimizing time management and prioritization for leaders.

• Plan, coordinate, and execute meetings, conferences, and events, including logistics, agendas, materials, and follow-up action items.

• Prepare, edit, and proofread a variety of documents including reports, presentations, correspondence, and other business materials with exceptional attention to detail.

• Conduct research, collect data, and compile well-organized reports to support leadership decision-making and strategic initiatives.

• Handle sensitive and confidential information with the utmost discretion, integrity, and professionalism.

• Assist with budget tracking, expense reporting, and financial documentation, ensuring accuracy and compliance with organizational policies.

• Serve as a key point of contact for internal and external stakeholders, delivering clear, professional, and responsive communication at all times.

Work Schedule

• Monday-Thursday: In-office at Corporate Headquarters

• Friday: Remote (with occasional in-office Fridays as needed)

• Hours: 8:00 AM - 5:00 PM

Required Qualifications

• 6-10 years of progressively responsible administrative or executive support experience

• Proven ability to manage multiple priorities independently in a fast-paced environment

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related business software

• Strong organizational, communication, and interpersonal skills

• Demonstrated ability to handle confidential information with discretion and professionalism

Preferred Qualifications

• Experience working in a law office or with title work

• Strong background in document management systems and best practices

Apex Systems is a world-class IT services company that serves thousands of clients across the globe. When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRated's Best of Staffing in Talent Satisfaction in the United States and Great Place to Work in the United Kingdom and Mexico. Apex uses a virtual recruiter as part of the application process. Click here for more details.

Apex Benefits Overview: Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our 'Welcome Packet' as well, which an Apex team member can provide.