Job Details

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.

Key Responsibilities:

• 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.

Qualifications & Skills:

• 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.