Senior Administrative Support Specialist

Overview

Provide high-level administrative support to the CEO and Executive Team, ensuring smooth coordination across multiple leaders and enabling them to focus on strategic priorities. Manage highly confidential and nonroutine information from a variety of sources and departments. Manage complex corporate projects, including budget management, contract negotiation, and project planning and timeline, including travel. Prepare and audit executive leadership expense reports and corporate level expenses.

Serve as a liaison to other departments and customers, interacting at all levels of the company while providing exceptional customer service. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

• Coordination Support:
  Officers will manage their own calendars but may ask for assistance/support as needed for larger meetings and events as required.
• Meeting Preparation & Follow-Up:
  Prepare agendas, briefing materials, and presentations for meetings; as requested.
• Travel Coordination:
  Arrange complex domestic and international travel itineraries for as needed.
• Project & Task Management:
  Assist with special projects and initiatives; track deadlines and ensure deliverables are met.
• Confidentiality & Professionalism:
  Handle sensitive information with the highest level of discretion and integrity.

• Minimum of 5+ years supporting senior executives, ideally in a fast-paced corporate environment.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and collaboration tools (e.g., Teams, Zoom).
• Ability to work independently and exercise sound judgment.

• Discretion & Confidentiality:
  Handles sensitive information with integrity and professionalism; ensures confidentiality in all interactions.
• Attention to Detail:
  Demonstrates accuracy and thoroughness in scheduling, documentation, and communications; anticipates potential issues.
• Adaptability & Problem-Solving:
  Responds effectively to changing priorities and unexpected challenges; identifies problems and implements solutions quickly.
• Relationship Management:
  Builds and maintains strong, positive relationships with executives, team members, and external stakeholders; fosters trust and collaboration.
• Proactive & Resourceful:
  Anticipates needs and takes initiative; finds creative solutions and leverages resources to achieve goals efficiently.

• Strategic Thinking:
  Understands organizational priorities and aligns support to help achieve strategic goals; anticipates future needs.
• Collaboration & Influence:
  Builds strong relationships across departments; influences outcomes without formal authority.
• Change Agility:
  Adapts quickly to shifting priorities and organizational changes; maintains effectiveness under pressure.
• Decision Quality:
  Exercises sound judgment when managing sensitive information and urgent matters; balances speed, accuracy, and impact.
• Communication Excellence:
  Communicates clearly and professionally with executives, staff, and external partners; tailors messaging to different audiences.

• Proactive Anticipation:
  Anticipates needs before they arise and takes initiative.
• Organization:
  Maintains impeccable scheduling and documentation across multiple executives.
• Calm Under Pressure:
  Handles urgent requests and shifting priorities with composure.
• Tech Savvy:
  Leverages technology tools to streamline processes.
• Trusted Partner:
  Builds strong relationships and is viewed as a reliable, confidential resource.

• CM CARES Administrator:
  Process monthly incoming donation requests and prepare them for the review committee. Prepare checks and send to recipients. Maintain files and database. Assist accounting annually with CM CARES audit. Assist finance with quarterly reporting to board of directors. Respond as needed to requests from departments for information from the database. Monitor the CM CARES email inbox and process accordingly.
• Incoming and outgoing mail:
  Receive and distribute daily incoming mail. Prepare outgoing mail as needed.
• Funeral Flowers/Donations:
  Arrange for funeral flowers or donations following the CM Group flower policy to provide flowers for the passing of an employee s parents, step-parents, parents-in-law, step-parents-in-law, spouse, children, step-children, children-in-law, step-children-in-law only.
• Keylight, Purchase Order Creation and Invoice payments for various departments.
• Maintain Printer and Order Office Supplies for Admin Home Office.
• Lincoln County M.A.S.S. Animal Auction:
  Assist assigned senior officer with logistics for the Merrill M.A.S.S. Animal Auction at the Lincoln County Fair.
• Annual Planning Meeting (Home Office):
  Working with senior management, oversee logistics for the annual planning meeting for the officers held at the home office including room reservations, catering,…