Administrative Specialist

Administrative Specialist

Rochester, NY

JK Executive Strategies is proud to partner with a growing financial services firm in search of an Administrative Specialist to join its team! We are seeking a highly organized, detail-oriented, and proactive professional to support the day-to-day administrative, operational, and business functions of the organization. This role serves as a key resource across multiple areas of the business, including technology coordination, HR administration, bookkeeping support, vendor management, reporting, and executive support. The ideal candidate enjoys variety in their work, thrives in a fast-paced environment, and takes pride in ensuring processes run smoothly behind the scenes

.
Responsibiliti

esAdministrative & Executive Suppo

• rtProvide administrative support to company leadership, including scheduling meetings, coordinating travel arrangements, and managing logistics for board meetings, committee meetings, and special event
• s.Coordinate meeting agendas, materials, and follow-up items as neede
• d.Assist with travel planning and expense reporting for executive leadershi
• p.Support Outside Business Activity submissions and related administrative documentatio

n.
Human Resources Administrat

• ionMonitor employee timekeeping and PTO requests through related syste
• ms.Support payroll administration by reviewing and importing timekeeping data into Paych
• ex.Assist with employee onboarding and offboarding activiti
• es.Coordinate employee training programs and maintain training recor
• ds.Manage and track employee performance review processes and related documentati
• on.Maintain employee records and support HR compliance initiativ

es.
Technology & Systems Coordina

• tionCoordinate employee technology needs, including ordering monitors, equipment, and office technol
• ogy.Assist with user setup and administration of business systems and software platforms, including RingCentral and other internal applicati
• ons.Serve as a liaison between employees and technology vendors to address administrative technology ne

eds.
Financial & Bookkeeping Su

• pportReview and categorize receipts, expenses, and supporting documenta
• tion.Assist with bookkeeping activities, including coding expenses and maintaining accurate records within QuickB
• ooks.Support accounts payable processes, including invoice tracking and coordination with building management and ven
• dors.Maintain organized financial documentation and rec

ords.
Reporting & Oper

• ationsGenerate, maintain, and distribute reports using CRM systems, Excel, and other business applica
• tions.Compile operational and business data to support leadership decision-m
• aking.Assist with tracking key business metrics and maintaining reporting acc
• uracy.Support process improvement initiatives and help streamline administrative work

flows.
Vendor & Facility Coord

• inationCoordinate vendor scheduling and service appoin
• tments.Serve as a point of contact for building management and facility-related administrative m
• atters.Assist with office operations and ensure administrative needs are addressed effic

iently.
Requ

• irements3+ years of experience in administrative support, office management, operations, HR administration, bookkeeping, or a relat
• ed role.Strong organizational and project coordination skills with exceptional attention to
• detail.Ability to manage multiple priorities and deadlines in a fast-paced envi
• ronment.Proficiency in Microsoft Office Suite, particularl
• y Excel.Experience with HRIS, payroll, CRM, or timekeeping systems pr
• eferred.Experience with QuickBooks or similar accounting software pr
• eferred.Strong written and verbal communication
• skills.High level of professionalism, discretion, and confiden
• tiality.Self-motivated, resourceful, and capable of working indepe

ndently.
Sal

• ary Range$75,000

- $85,000
JK Executive Strategies is an Equal Opportunity Employer. It is the policy of JK Executive Strategies to provide equal opportunity in employment and conditions of employment to all individuals regardless of age, race, color, religious beliefs, national origin, sexual orientation, gender identity, sex, veteran or military status, disability, pregnancy-related condition, predisposing genetic characteristics, genetic information, marital status, familial status, prior arrest, domestic violence victim status, non-job related convictions, participation in lawful activities outside of our workplace, or any other status protect