Administrative Specialist

Job Summary: The Administrative Specialist will provide high-level administrative support to the President and other senior staff.

Duties/Responsibilities:

• Provides high-level administrative support and assistance to the President and/or other assigned leadership staff.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents.
• Coordinates and schedules travel, accommodations, meetings, and appointments and manages expense reports.
• Arrange and coordinate meetings, schedule appointments including agendas, and maintain calendar to ensure there are no scheduling conflicts, appointments are on-time, materials are available, and take notes and record minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies, answers and transfers calls and performs basic bookkeeping.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Maintains office supplies and coordinates maintenance of office equipment.
• Performs additional duties as assigned.

Required Skills/Abilities:

• Communication: Excellent interpersonal skills including written and verbal communication skills.
• Organizational Skills: Strong organizational and time management skills. Experience managing budgets and expenses. Experience developing internal processes and filing systems.
• Computer Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software; ability to learn new or updated software.
• Attention to Detail: Accuracy and attention to detail are crucial.
• Problem-Solving: Ability to identify and resolve issues efficiently.
• Customer Service: Ability to interact professionally with clients and colleagues.
• Adaptability: Strong time-management skills and multiple tasks and priorities in a fast-paced environment with proven ability to meet deadlines.
• Confidentiality: Maintaining the confidentiality of sensitive information.
• Ability to work independently.

Education and Experience:

• Associate’s degree required, bachelor’s degree in related field preferred.
• Three to five years of experience in an administrative role.
• Able to type a minimum of 50 words per minute.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.