Administrative Assistant III

The Administrative Specialist provides comprehensive administrative and operational support to ensure the smooth and efficient functioning of an office, project, or program. This role involves managing daily workflows, coordinating meetings and events, supporting process improvement initiatives, and serving as a key point of contact across multiple levels of the organization.

Key Responsibilities:

Coordinate and manage office operations, including scheduling, meetings, events, and off-site activities.

Draft, proofread, and edit correspondence and original written materials for leadership and team members.

Oversee administrative projects such as office moves, construction, or renovations-ensuring minimal operational disruption.

Provide back-up administrative coverage across the work unit to maintain seamless support.

Track and follow through on action items, tasks, and project deliverables to ensure completion and accountability.

Interpret and apply established policies and procedures, addressing unique or complex situations as needed.

Review documentation for accuracy and completeness, contributing to process improvement and quality assurance efforts.

Serve as a liaison between staff, leadership, and external contacts, exercising professionalism, discretion, and sound judgment.

Mentor and support less-experienced administrative staff, fostering consistency in processes and best practices.

Qualifications:

4 years of administrative support experience demonstrating progressive responsibility, independence, and problem-solving ability. (Relevant education may substitute for up to one year of experience.)

Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Strong organizational and time management skills with the ability to adapt to changing priorities.

Excellent written and verbal communication skills; ability to draft clear, professional correspondence and reports.

Proven ability to manage multiple tasks, coordinate logistics, and meet deadlines under limited supervision.

Strong interpersonal and representational skills, including tact, diplomacy, and professionalism in stakeholder interactions.

Ability to train and guide junior administrative staff, promoting understanding of policies and procedures.