Administrative Assistant Specialist

Role Description

The Administrative Assistant Specialist serves as the primary executive support resource for officers and senior leaders, providing high-level administrative, organizational, and coordination support. This role ensures seamless calendar management, proactive communication, and effective handling of sensitive information while supporting the broader team through streamlined communication, event coordination, and travel logistics. Success in this position requires exceptional organizational skills, polished written and verbal communication, and the ability to prioritize, problem-solve, and manage multiple tasks in a fast-paced environment.

Key Responsibilities

• Provides complex screening, fielding, prioritizing of inbound communications via telephone, mail, and e-mail to resolve critical issues in a timely manner.
• Proactively manage complex calendars for senior leaders, ensuring prioritization of critical meetings and deadlines.
• Work with junior and senior level technical staff, intercompany group leaders and office leaders as well as area and corporate management to make certain their needs are addressed in a timely, professional manner.
• Work on a variety of special projects and maintain communication with interested parties.
• Independently draft/compose routine correspondence (including e-mail) from verbal direction or from knowledge of processes and procedures.
• Monitoring expenses for the office with a responsibility to budget adherence; review and coordinate approval of all expenses including processing accounts payable invoices.
• Draft and edit professional correspondence, presentations, and reports with clarity and precision.
• Prepare and schedule activities such as travel arrangements, internal and external business meetings, client or third-party appointments, conferences and general office events, including scheduling of conference room use and catering needs.
• Leverage advanced MS Office skills (PowerPoint, Word, Outlook, Excel) to create polished presentations and manage data effectively.
• Handle sensitive information, including expense reports and confidential documents, with discretion and integrity.
• Periodic travel may be required to support business needs.

Qualifications

• 4 year Bachelor’s Degree (Preferred)
• 2+ years of administrative experience supporting senior leadership or officers preferred. (Preferred)

Requirements

• Strong organizational and time management skills
• Professional written and verbal communication
• Confidence supporting officers and senior leaders
• Ability to prioritize and manage multiple tasks
• Proficiency in MS Office Suite
• Discretion in handling sensitive information and expenses

Benefits

• Compensation offered for this role is 30.10 - 45.13 per hour and is based on experience and qualifications.