Administrative Support Specialist
We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team. The ideal candidate will have exceptional administrative skills and proven experience in providing support to executives and teams in a fast-paced environment. The Administrative Support Specialist is full-time, 40 hours/week position providing administrative support to Operations and Human Resources
Responsibilities:
- Provide comprehensive administrative support to the Director of Operations and Special Programs, and Teams, including managing calendars, scheduling appointments, booking travel arrangements, and processing expense reports.
- Coordinate and organize meetings, conferences, and events, including preparing agendas, taking meeting minutes, and distributing relevant materials.
- Manage and maintain office supplies and center inventory, ensuring timely reordering and availability of necessary items.
- Manage and maintain vehicles and vehicle records.
- Answer and screen telephone calls and emails, redirecting inquiries to appropriate team members or providing necessary information.
- Prepare and edit correspondence, reports, and presentations, ensuring accuracy and adherence to established formats and guidelines.
- Handle confidential and sensitive information with integrity and discretion, maintaining strict confidentiality at all times.
- Collaborate with internal and external stakeholders to gather and disseminate information, facilitating effective communication and coordination.
- Support in maintaining and updating company databases, records, and files, ensuring documentation is accurate, organized, and easily accessible.
- Assist in the preparation and dissemination of company-wide communications, newsletters, and announcements.
- Perform general administrative tasks, such as photocopying, scanning, filing, and faxing documents.
- Assist with new employee hiring processes, including documentation, equipment distribution, orientation and benefit selection.
- Assist with administration of health and welfare plans, including enrollment, changes and terminations and open enrollment.
- Serve as staff liason for Operations, HR and IT.
Qualifications:
- High school diploma or equivalent; associate or bachelor's degree in business administration or related field is a plus.
- Proven experience in administrative support roles, preferably in a fast-paced environment.
- Proficient in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant applications.
- Outstanding organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Strong verbal and written communication skills, with excellent attention to detail.
- Exceptional interpersonal skills, with the ability to work effectively with individuals at all levels of the organization.
- Ability to work independently and collaboratively as part of a team.
- Proactive and self-motivated, with a willingness to take on additional responsibilities as required.
- Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
Join our team and contribute to our organization's success as an Administrative Support Specialist. Your administrative expertise will be instrumental in ensuring the smooth operation of our office and supporting our executives and teams in achieving their goals.
Benefits:
- Health insurance
- Dental insurance
- Vision insurance
- Paid time off
- Paid holidays
Experience level:
Physical setting:
Schedule:
Work Location: In person