Administrative Services Senior Specialist

Primary Purpose

This role serves as a strategic partner to the project leadership team that requires a sharp eye for operational efficiency. The role will manage logistics, safeguard sensitive information, and streamline departmental workflows to ensure team leaders can focus on high-level decision-making.

Duties and Responsibilities

• Drafts, edits, prepares and distributes routine departmental reports and summaries; analyzes data to ensure completeness and accuracy before report submission.
• Screens and prioritizes calls, e-mails, and visitors based on urgency and importance and manages follow-up communications.
• Implements efficient record-keeping processes and ensures records are updated regularly.
• Coordinates and manages travel arrangements for multiple parties; prepare, review, and process expense reports while ensuring compliance with travel policies and budget constraints.
• Monitors budget expenditures and prepare basic financial reports; assists in budget planning and allocation processes.
• Organize and manage logistics for meetings (and virtual setups), including setup and teardown of meetings, overseeing catering and vendor relationships to ensure seamless delivery and setup to minimize meeting disruptions, and preparing and distributing detailed meeting minutes and follow-up action items.
• Proactively manage and synchronize complex, high-volume calendars for multiple team members. Resolve scheduling conflicts with minimal oversight and ensure daily schedules are optimized for maximum productivity.
• Handle executive-level information with absolute discretion, ensuring sensitive data and internal communications are protected.
• Act as the primary point of contact for visitors, and greet and accompany high-profile visitors on site.
• Performs other duties as assigned.

Required Qualifications
Education

• High school diploma or equivalent.

Experience

• Requires 5+ years of related experience supporting C-suite or Senior Management.

Knowledge, Skills and Abilities

• Administrative Support - Providing assistance to assist the department in fulfilling its administrative responsibilities.
• Data Entry - The process of entering data into a computerized database or spreadsheet.
• Record Keeping and Documentation - Creating, distributing, using, maintaining and disposition of recorded information maintained as evidence of business activities and transactions.
• Call Management - The processes and systems businesses and organizations use to handle incoming calls.
• Word Processing - The process of creating and editing documents on a computer.
• Guest Service Management - Coordinating all aspects of a guest's experience, from reservations to check-in to special requests.
• Schedule Management - Establishes policies and documentation for maintaining, developing, managing, and controlling the schedules for time and resources for the completion of the project.
• Report Drafting - Creating and writing various types of documents, such as policies, reports, manuals, and memos, organizing and presenting information in a clear and concise manner, ensuring accuracy and compliance with relevant guidelines and regulations.
• Event Planning - The organization of all of the activities that surround an event.
• Research - Investigates and studies materials and sources in order to establish facts and reach new conclusions.
• Communication - Exceptional written and verbal communication skills, with the ability to interface with stakeholders at all levels.
• Adaptability - Ability to pivot quickly in a fast-paced environment while maintaining a calm, professional demeanor.