Job Details

Administrative Specialist – Role Summary

Provides comprehensive administrative support to leaders, colleagues, or departments. Exercises discretion and independent judgment in managing workflow. Requires full proficiency acquired through experience and training to handlea range of tasks with limited supervision.

Core Responsibilities & Duties

Administrative Support

• Provide a wide range of professional administrative support under limited direction.
• Schedule meetings, book conference rooms, order food/drink, and manage visitor processes.
• Attend meetings to assist with presenting materials or taking notes.

Communication & Organization

• Ensure smooth communications using business function knowledge and organizational structure.
• Demonstrate strong organizational, planning, and time management skills.
• Show proficiency in prioritizing competing requests, multi-tasking, and adapting to change.
• Troubleshoot issues, answer questions, and serve as a key contact for both internal and external stakeholders.

Travel & Expense Management

• Arrange domestic and international business travel; prepare itineraries and make reservations for flights, cars, hotels, and restaurants.
• Complete and submit expense reports; monitor and track expenses against budgets, resolve discrepancies, and provide reports to cost owners.

Technical & Process Improvement

• Maintain and add documents in SharePoint sites and Teams.
• Serve as a focal point for technical office equipment to enable daily effectiveness.
• Drive continuous improvement within work processes and systems.

Safety & Project Participation

• Act as safety warden and communicate safety messages to the group.
• Participate as an active team member in projects; complete projects independently.
• Seek ways to improve team efficiency and respond proactively to challenges and opportunities.
• Maintain productivity and motivation during times of change.

Relationship Building & Communication

• Build rapport and effective relationships across the organization.
• Respond to concerns, compile diverse opinions, and resolve issues.
• Communicate clearly and concisely to different audiences; alert others to relevant issues proactively.
• Serve as a positive, helpful presence in the workplace.

Team & Business Goal Alignment

• Understand and contribute to team goals and departmental strategies.
• Relate project work to business objectives; make sound decisions beyond own area of expertise.
• Set high standards for personal excellence and motivate others.

IT & Software Proficiency

• Work independently with software and IT tools.
• Teach and coach others in the use of office equipment and software systems.
• Maintain documents and records per company policies; ensure proper classification and protection of confidential information.
• Respond to semi-routine client and colleague requests and integrate different business systems as needed.