Administrative Specialist

Provide high-level administrative support to multiple executives across corporate locations. Manage complex calendars, office operations, and executive requests with discretion, efficiency, and professionalism. Serve as a proactive and reliable resource, anticipating needs and supporting leadership in a fast-paced, dynamic environment.

• Manage executive calendars, meetings, and office seating arrangements, including private conference room scheduling and logistics.
• Prepare, edit, and format documents, reports, presentations, and corporate calendars.
• Submit and track purchase requisitions, process vendor invoices, and support budget tracking and reconciliation.
• Coordinate team meetings, events, and large-scale operational projects such as office moves and asset disposition.
• Maintain physical and digital filing systems, ensuring easy retrieval, confidentiality, and organization.
• Assist with onboarding and offboarding processes, including system access, tools, and workspace setup.
• Provide hands-on support during technology transitions, troubleshooting, and equipment delivery.
• Communicate effectively with internal teams, peers, and external contacts.
• Support cross-functional administrative needs, responding to complex inquiries and managing ad hoc requests.

• 8+ years of administrative experience, with at least 3 supporting executive leadership.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Strong written and verbal communication skills.
• Ability to prioritize, multitask, and meet deadlines in a dynamic environment.
• Professionalism, discretion, and attention to detail.
• Self-starter with ability to work independently.

• Experience in corporate or regulated environments.
• Familiarity with procurement, invoicing, and budget management systems.
• Bachelor’s degree in Business Administration or related field preferred.
• Proven ability to handle confidential information with integrity.