Administrative Specialist

Administrative Assistant

This Administrative Assistant role provides high-level administrative support to multiple senior executives, ensuring the smooth operation of daily office activities and executive schedules. The position combines calendar management, document preparation, meeting coordination, and general office administration in a fast-paced, professional environment.

Responsibilities

• Supervise general office duties, including ordering office supplies, maintaining records management systems, and performing basic bookkeeping tasks.
• Review and approve invoices, reports, memos, letters, financial statements, and other business documents for accuracy and completeness.
• Review and approve corporate documents, records, and reports in alignment with established policies and procedures.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan appropriate distribution.
• Prepare agendas and supporting materials for committee, board, and other meetings.
• Make detailed arrangements for meetings, including scheduling, room reservations, and logistics coordination.
• Provide comprehensive administrative support to multiple C-Suite and D-Suite executives, ensuring their schedules, priorities, and communications are well organized.
• Manage executive calendars, including scheduling, rescheduling, and prioritizing appointments and meetings.
• Coordinate travel and expense arrangements using tools such as Concur or similar systems.
• Deliver professional and responsive customer service to internal and external stakeholders.
• Use Microsoft Office applications to create, edit, and maintain documents, spreadsheets, presentations, and email correspondence.

Essential Skills

• 35+ years of administrative experience, including support for executives.
• Proven experience supporting multiple C-Suite and D-Suite executives, rather than a single executive.
• Strong administrative support and office administration skills.
• Proficiency with Microsoft Office, including Outlook and Excel.
• Experience with calendar management for multiple executives.
• Experience coordinating expense reports and travel arrangements, including use of tools such as Concur.
• Ability to review, approve, and manage invoices, reports, and other corporate documents.
• Strong organizational skills with the ability to manage records and maintain filing systems.
• Excellent written and verbal communication skills for preparing and reviewing business documents.
• High school diploma or GED.

Additional Skills & Qualifications

• Experience providing administrative assistance in a professional, corporate environment.
• Demonstrated ability to prioritize tasks and manage time effectively in a fast-paced setting.
• Strong attention to detail when reviewing financial statements, memos, and other documents.
• Customer service experience supporting internal and external stakeholders.
• Comfort working closely with senior leadership and handling confidential information with discretion.

Work Environment

This role is based at a professional office location in Harbor Point. The position follows a hybrid schedule with four days on site and one day remote each week, with flexibility to be on site additional days as needed for meetings. Parking is included for on-site days. The environment is fast-paced and executive-focused, requiring a professional demeanor and attire appropriate for regular interaction with senior leaders and external partners. Work is primarily office-based, using standard business technologies such as computers, Microsoft Office applications, email, and expense management tools.

Job Type & Location

This is a Contract position based out of Baltimore, MD.

Pay and Benefits

The pay range for this position is $28.00 - $37.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Baltimore, MD.

Application Deadline

This position is anticipated to close on Sep 8, 2026.