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Administrative Support Specialist

1 month ago

Arlington, United States Great American Media Full time

The Administrative Support Specialist performs more than administrative tasks; they are often the executive’s “right-hand person” who enables them to advance company initiatives and goals. They filter and attend to the day-to-day functions that are part of the executive’s role so that the executive can focus on the high-level leadership and strategy functions.


The Administrative Support Specialist is responsible for general executive administrative support and office management functions for Great American Media offices.


This position is onsite at our Texas Headquarters located in Arlington, Texas (76006).


Responsibilities

• Assists with planning and coordinating various events (e.g., holiday celebrations, leadership meetings)

• Serves as shipping contact for the company, including creating FedEx labels, arranging pickups, etc.

• Serves as a point of contact for Great American Media’s office vendors, including maintenance, property management, shredding company, equipment repair, office supplies, etc. This includes ad hoc projects such as construction/furniture needs, assisting with office moves/subleases, etc.

• Works with onsite contacts at Great American Media offices to gather inventories and place monthly orders for office supplies/snacks/drinks within budget.

• Works closely with Legal, HR, and Finance to onboard and offboard independent contractors in a timely manner. This includes following up as needed for contract extensions/addendums.

• Provides general administrative support to Great American Media’s General Counsel, Chief Financial Officer, and Chief Technology Officer. This may include preparing expense reports, arranging travel, coordinating shipments of materials, word processing, etc.

• Manages executives’ calendars and schedules meetings.

• Organizes and prepares for meetings and events, including gathering documents and attending to logistics of executives’ meetings.

• Takes minutes during meetings.

• Acts as the point of contact among executives, employees, clients and other external partners. This includes greeting visitors, handling inquiries.

• Handles confidential and other sensitive information.

• Manages information flow in a timely and accurate manner.

• Formats information for internal and external communication – memos, emails, presentations, reports.

• Screens, directs, and responds to phone calls, communicates messages and information to the executives.

• Organizes and maintains the office filing system.

• Backs-up other positions.

• Other projects and duties as needed and assigned.


Qualifications

• High school diploma required. Associate or bachelor’s degree preferred.

• Prior experience as an executive assistant or office manager required.

• Ability to maintain confidentiality.

• Ability to communicate clearly to vendors and all levels within the organization.

• Team player able to build cross functional relationships to drive business results.

• Ability to multi-task and effectively handle competing priorities.

• Ability to organize and prioritize work responsibilities in an efficient and timely manner.

• Excellent communication and interpersonal skills.

• Highly organized and detail oriented.

• Ability to work and think independently.

• Professional manners essential.

• Experience with administrative and clerical procedures and best practices.

• Proficient with Microsoft Office Suite

• Must be willing to work a flexible schedule based on business/travel needs.


Compensation & Benefits

Competitive base salary commensurate with experience. We offer a comprehensive benefits package including: 


• 401(k) retirement plan with employer match

• Employer paid medical, dental and vision insurance

• Employer paid STD and LTD

• Employer paid life insurance and AD&D plus voluntary supplemental options

• Pet Insurance

• Comprehensive paid time off – vacation, sick leave and holidays