Administrative Specialist

Administrative SpecialistLocation(s): Toledo, OH, US, 43659-0001 Function: Administrative Audience: Experienced Professional Work Arrangement: On SitePurpose Of The Job: The Administrative Specialist leads and coordinates support for the Vice President, Roofing Strategic Marketing, the Vice President, Roofing Finance; and their respective teams. This role interacts regularly with employees at all levels, including senior executive leadership and administrative support partners. The position plays a key role in planning and coordinating meetings and events for the marketing and finance organizations, as well as functional leadership. The role may also communicate with customers and other external groups and is responsible for maintaining the confidentiality and integrity of sensitive information.Job Responsibilities: Knowing Our Business Build relationships within the organization, cross-functionally, and with key stakeholders to ensure effective connection and alignment with functional objectives. Understand the strategic direction of the company's businesses and the work of the Roofing Strategic Marketing and Roofing Finance teams to help enable results. Stay knowledgeable of key project work that supports business direction, including implications to the organization and broader business priorities. Provide direct administrative support to VP Roofing Strategic Marketing and VP Roofing Finance (75%) Maintain accurate and efficient daily scheduling by exercising sound judgment in calendar management, prioritizing requests, minimizing distractions, and ensuring focus on the most critical and high-impact activities. Own proactive team meeting coordination, including scheduling, agenda development, and follow-up tracking to keep leadership priorities aligned and moving forward. Demonstrate strong attention to detail and follow-through to ensure deadlines are met and priorities are effectively supported. Plan and coordinate marketing and finance leadership meetings, as well as full-organization meetings, including travel logistics, agenda development, preparation and editing of pre-read materials, and consolidation of content into presentation decks. Ensure budget controls and Owens Corning policies are followed throughout the process. Provide proactive support in tracking action items, deadlines, and document management. Generate routine customer analytics reporting and data, tracking key performance metrics to help the team identify growth opportunities. Create purchase requisitions and purchase orders; process invoices as needed in support of Roofing Strategic Marketing, Roofing Finance, and related corporate finance activities. Assist with monthly accruals and forecasting for department budgets, including developing and maintaining vendor lists and statements of work. Process T&E reports and meeting/purchasing reports accurately and in a timely manner. Create reports, presentations, emails, and correspondence as needed. Travel to select offsite events throughout the year, as needed. Serve as the main contact and lead for all general administrative matters (25%) Maintain organized and accurate hard copy and electronic filing systems to support efficient information management and retrieval. Coordinate and schedule meetings with senior-level internal and external stakeholders. Develop and maintain a broad, high-level network of relevant business and administrative contacts to support effective collaboration and execution. Partner with Human Resources to schedule interviews within the requested timeframe, prepare and distribute interview schedules to panel members and candidates, coordinate directly with candidates on timing, and arrange travel as needed. Coordinate onboarding activities for new employees, including ordering technology and accessories to ensure availability prior to the start date, and providing travel assistance as needed. Serve as the primary point of contact for general administrative matters by leveraging the internal administrative professional network, including meeting requests, office supply orders, gift card orders, internal moves, workspace coordination for marketing and finance teams and summer interns, and conference room reservations for large onsite and offsite meetings. Maintain and update address lists and distribution lists. Perform other duties as assigned.Job Requirements: Minimum Qualifications: 7–10 years of experience as an administrative professional, including experience supporting an executive-level leader. High school diploma or equivalent required; associate or bachelor's degree preferred. Preferred Experience: Experience planning and coordinating large-scale meetings, including related travel arrangements and logistics. Strong internal and external communication skills, with the ability to build, maintain, and manage effective professional relationships. Knowledge, Skills & Abilities: Ability to handle sensitive communications and data with the highest level of confidentiality and discretion. Strong written and verbal communication skills, with the ability to interact effectively and professionally with a broad range of internal and external stakeholders. Excellent organizational skills, with the ability to coordinate complex activities, manage information, and maintain accurate records. Strong working knowledge of Microsoft Office applications, including Outlook, Excel, PowerPoint, and Word. Demonstrated ability to troubleshoot technology issues and quickly adapt to a variety of systems, applications, plug-ins, and artificial intelligence tools used by executive leaders. Ability to manage multiple timelines, work effectively under pressure, and deliver results in a fast-paced environment while meeting business-critical deadlines. Ability to work independently and proactively with minimal supervision or guidance. Strong business acumen and sound judgment, with the ability to communicate effectively on behalf of senior leaders. Highly service-oriented, with a strong commitment to supporting the needs of the team. Proactive, take-charge approach to identifying and influencing opportunities for individuals and teams to operate more efficiently and effectively.