Administrative Specialist

Overview

Job Title: Administrative Support Specialist

Position Overview:

Provides comprehensive administrative support to a leader, department, or team. Utilizes strong independent judgment and problem-solving skills to manage workflows and communications with limited supervision. Requires proficiency in business processes, organizational structure, modern office technology, and processes developed through professional training and practical experience.

• Support leaders, colleagues, and teams with a wide range of professional administrative tasks under limited direction.
• Manage calendars, schedule and coordinate meetings (including booking conference rooms, arranging catering, and overseeing the visitor process).
• Attend meetings as needed to present materials or take notes, ensuring effective communication and documentation.
• Maintain effective communications using knowledge of department structure and company-wide processes.
• Demonstrate strong organizational, planning, and prioritization skills—manage competing requests and multi-task efficiently.
• Arrange domestic and international travel, including flights, accommodations, transportation, and detailed itineraries.
• Prepare and submit expense reports for leaders and/or team members; monitor expenses, reconcile discrepancies, and provide reports to cost center or budget managers.
• Maintain and update documents and content on platforms such as SharePoint and Teams, ensuring information integrity, classification, and protection of confidential data.
• Act as a primary contact for department coordination with external vendors and service providers.
• Troubleshoot issues and serve as the department’s point person for guidance and problem resolution.
• Train and assist team members in the use of IT tools, office equipment, and software systems.
• Participate as an active project team member; drive and implement process improvements for increased efficiency.
• Act independently to overcome obstacles, initiate activities aligned with team goals, and maintain productivity during periods of change.
• Promote team safety and may serve as workgroup safety warden; communicate safety messages and promote a safe work environment.
• Build effective relationships and communications across departments; serve as a key contact for internal and external stakeholders.
• Model high standards of personal excellence and professionalism, encouraging and motivating others to achieve team and company goals.

• Proven experience providing administrative support in a corporate or professional setting.
• Excellent time management, planning, and organizational skills.
• Strong verbal and written communication; ability to tailor messages for different audiences.
• Advanced proficiency in Microsoft Office Suite, SharePoint, Teams, and other business systems.
• Ability to work independently, exercise sound judgment, and respond proactively to changing priorities.
• Demonstrated problem-solving and troubleshooting abilities; experience in process improvement preferred.
• Positive attitude, team player, and strong relationship-building skills.
• Knowledge of information integrity, confidentiality, and corporate record-keeping requirements.