Position Summary
The Administrative Specialist provides administrative support to the CEO, COO, and other members of the executive leadership team, including the CFO, CPO, CAO, and SVP of Operations. This role is primarily responsible for managing calendars, coordinating travel as needed, processing expense reports, and supporting day-to-day administrative needs of the executive team.
The position also serves as a key member of the Home Office team, assisting with office operations and providing reception coverage when the Office Manager is out of the office.
The ideal candidate is organized, professional, detail-oriented, and capable of managing multiple priorities while maintaining confidentiality and excellent customer service. This position is full-time, scheduled M-F, 8:30 AM - 5:00 PM.
Essential Duties and Responsibilities
Executive Support
- Manage calendars and scheduling for the CEO, COO, and other executives as needed.
- Coordinate meetings and appointments with internal and external stakeholders as needed.
- Arrange and manage business travel, including flights, hotels, transportation, and itineraries as needed.
- Prepare and submit executive expense reports in a timely and accurate manner.
- Monitor executive schedules and assist with scheduling conflicts and changes.
- Manage routine administrative requests and follow-up items.
- Maintain confidentiality of sensitive information and communications.
Home Office Support
- Provide backup reception coverage during Office Manager PTO, appointments, or other absences, which includes:
- Direct corporate VMs and greet visitors professionally.
- Assist with conference room scheduling and visitor coordination.
- Support office supply ordering and general administrative functions.
- Assist with employee events, meetings, and other office activities as needed.
- Perform other administrative duties to support efficient Home Office operations.
Qualifications
Required
- 2+ years of administrative, executive assistant, receptionist, or office support experience.
- Strong organizational and multitasking skills.
- Proficiency with Microsoft Outlook, Word, Excel, Teams, and other Office applications.
- Excellent verbal and written communication skills.
- Ability to maintain confidentiality and professionalism.
- Strong attention to detail and follow-through.
Preferred
- Experience supporting senior leaders or executive teams.
- Experience with travel arrangements and expense management.
- Experience in a corporate or multi-location business environment.
Key Attributes
- Organized and dependable
- Customer-service oriented
- Professional and discreet
- Adaptable and flexible
- Strong attention to detail
- Positive, team-oriented attitude