Administrative Specialist

Position Summary

We are seeking a highly organized, detail-oriented Administrative Specialist to provide top- tier scheduling and administrative support for our Vice President, Chief Financial Officer (CFO), and Managing Directors. This role is pivotal in ensuring the seamless operation of high- level executive functions and requires exceptional organizational, communication, and multitasking skills. The ideal candidate is proactive, professional, and adept at managing competing priorities with efficiency and confidentiality.

Essential Duties And Responsibilities

• Executive Scheduling and Calendar Management:
• Manage and maintain the calendars for the Vice President and CFO, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and resolve scheduling conflicts with internal and external stakeholders.
• Ensure executives are fully prepared for meetings by providing necessary materials, agendas, and logistical details.
• Meeting Preparation and Coordination:
• Organize and prepare materials for meetings, including agendas, presentations, and reports.
• Record, distribute, and track meeting minutes and follow-up action items as needed.
• Arrange and set up meeting spaces, ensuring required technology and materials are available
• Document Management and Reporting:
• Gather, organize, and analyze documents and information requested by the Vice President, CFO, and Managing Director.
• Maintain accurate and organized records, both physical and digital.
• Assist in the preparation of reports, presentations, and correspondence.
• General Administrative Support:
• Act as the first point of contact for inquiries directed to the Vice President and CFO, responding professionally and efficiently.
• Support the Managing Director with administrative tasks and projects.
• Travel and Expense Management:
• Arrange travel accommodations and itineraries for executives.
• Process expense reports and ensure compliance with company policies.
• Communication and Relationship Management:
• Coordinate communication with internal departments, partners, and stakeholders.
• Maintain professionalism and confidentiality in all interactions.
  

Qualifications

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Bachelor's degree in Business Administration, Communications, or related field preferred; equivalent experience considered.
• Minimum of 3 years of experience in an administrative or executive support role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with scheduling tools and virtual meeting platforms.
• Strong organizational skills with a keen eye for detail and the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle confidential information with integrity and discretion.
• Flexibility to adapt to changing priorities and work independently in a fast-paced environment.
  
  

Key Competencies

• Proactive problem-solving and critical thinking.
• High level of professionalism and customer service orientation.
• Strong time management and multitasking abilities.
• Team player with a positive attitude and willingness to support others.
• Physical Demands and Work Environment
• Work is performed primarily in an office environment.
• Prolonged periods of sitting at a desk.
• Must be able to lift up to 15 pounds at times.
• Requires the ability to operate standard office equipment and keyboards.
  
  

The company is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable