Administrative Support Specialist
3 days ago
We are seeking an experienced Administrative Support Specialist to join our team. The successful candidate will provide high-level administrative support to the Vice President, requiring discretion and confidentiality.
Key Responsibilities:
- Administrative Support: Provide high-level administrative support to the Vice President, including preparing and editing communications, such as emails, letters, reports, and presentations.
- Meeting Coordination: Arrange meetings, prepare agendas, and take minutes. Set up meetings and appointments using Microsoft Outlook, maintaining calendars for the assigned leader daily.
- Travel Arrangements: Coordinate travel arrangements, hotel reservations, car rentals, etc.
- Department Meetings: Coordinate and maintain all regularly scheduled meetings, including staff meetings, outside meeting planning, and recurring and special cross-functional meetings. Including taking minutes, tracking action items, following up on task completions, etc.
- Expense Reports: Prepare expense reports, attest and check all expense reports submitted for signature, and follow through on all documents requiring approvals, including expense reports and processing of invoices.
- Reports and Presentations: Prepare and update various reports and presentations for the assigned leader, such as meeting agendas/minutes, schedules, project updates/status reports, PowerPoint presentations, charts, graphs, Excel spreadsheets.
- Purchasing: Act as a back-up shopping cart creator for generating purchase orders as required.
- Liaison: Liaise with all levels of management internally and externally.
- Office Management: Oversee and monitor office supplies and maintenance of office equipment for the Vice President.
- Research and Analysis: Conduct research, compile data, and prepare papers for consideration and presentation by the Vice President, and/or various committees.
Qualifications:
- Education: College/University degree in Business Administration.
- Experience: 3-5 years of previous experience in a similar role.
- Competencies: Highly organized, minimal supervision necessary, excellent interpersonal skills and professionalism, excellent oral and written communication skills, strong leadership and interpersonal skills, outstanding computer skills (MS Office: Word, Excel, PowerPoint, Access; Visio; MS Outlook).
- Must be able to maintain confidentiality and exhibit discretion when dealing with both company staff at all levels and outside contacts. Must have and maintain an excellent attendance record.
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