Administrative Support Specialist

Administrative Support Specialist

Position: Administrative Support Professional Schedule: Part-time, 20 hours/week (8:00 AM 12:00 PM) Location: Onsite (local candidates only) Pay Rate: $37

Role Summary

Join our Global Customer Success (GCS) ML SBX team as a high-ownership Administrative Support Professional. In this role, you will operate as a strategic partner to management, serving as the operational engine for the group. You will drive cross-functional follow-ups, manage complex documentation pipelines, and provide actionable, data-driven insights that fuel team performance.

Key Responsibilities

• Stakeholder Coordination: Proactively follow up on global action items and cross-departmental dependencies to ensure timely project milestones and clear communication.
• Governance & Meeting Management: Lead the organization of team meetings, including complex scheduling across time zones, preparation of high-quality documents, and synthesis of actionable meeting minutes.
• Content & Marketing Support: Collect, draft, and edit GCS marketing materials and internal communications (such as newsletters) to showcase team achievements and maintain visibility.
• Data Analysis & Performance Tracking: Consolidate departmental data to identify operational trends. Maintain and update dashboards tracking KPIs and team performance. Prepare visualizations and summary papers for deeper root-cause analysis and decision-making.
• Team Facilitation: Organize and facilitate small events and specialized meetings to optimize information flow, bridge communication gaps, and support team morale.
• Other Projects: Tackle additional projects and requests as assigned by management.

Requirements

Hard/Technical Skills:

• Data Visualization: Proficiency in Excel (Pivot Tables, VLOOKUPs, charting) and/or visualization tools like Tableau or PowerBI.
• Business Writing: Ability to professionally draft and edit newsletters, executive summaries, and team communications.
• Project Tracking: Experience with Smartsheet, Jira, Trello, or similar tools for monitoring global action items.
• Office 365 Mastery: Advanced skills in managing calendars and document version control with SharePoint and Teams.

Soft Skills:

• Analytical Curiosity: Proactive in identifying and investigating data trends; asks insightful questions beyond the numbers.
• Diplomatic Persistence: Assertively pursues updates from global stakeholders while maintaining strong professional relationships.
• Extreme Accountability: Demonstrates a "finisher" mentalityensuring completion of tasks, sending meeting minutes, and closing out action items.

Education & Experience:

• Bachelor's Degree (BA/BS) required
• Minimum 5+ years of experience in administrative, operations, or project support roles in a corporate environment
• Preference for candidates with substantial corporate experience over entry-level candidates to ensure operational maturity