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 handle a 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.