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Administrative Specialist

4 months ago

Irving, United States Talent Groups Full time

Hybrid Details: Onsite 3 days/week (Tuesday-Thursday)

Duration: 3 - 6 months to hire


Job Description

Our client is seeking an Administrative Specialist to provide support to the Spend Management Business unit, specifically to the VP Member Diversity and Community Initiatives, along with others in the leadership organization.

Spend Management executives and their teams operate in fast-paced environments driven toward customer success. You will support all aspects of their daily routines to maximize efficiency and impact for our customers. In addition, you will be a key point of contact between the leadership team, and internal / external audiences. You will provide superior customer service while maintaining cooperative working relationships. You will be accountable for challenging and complex assignments that require tact, confidentiality, problem-solving, independent judgment, and action. You will play a critical role in ensuring the smooth operation of the department, supporting team projects and initiatives, and fostering a professional working environment within the company leading with our client’s values.


Responsibilities:

  • Calendar and Schedule Management: Proactively manage the day-to-day activities of the Executives, by resolving conflicts, coordinating, anticipating, strategizing, and prioritizing to ensure an effective time management approach.
  • Meeting Scheduling & Logistics: Coordinate in-person, hybrid, and virtual meeting arrangements with internal and external audiences including conference calls with Teams or Zoom. Seek out context to assimilate information and provide strategic support.
  • Travel Arrangements & Expense Reporting: Manage rapidly changing travel arrangements and align to travel policies. Ensure meetings and executive obligations are strategically prioritized, making the best use of the executives travel / down time. Prepare, reconcile, and submit expense reports in a timely fashion, for the Executives and their leadership team to align with expense policies.
  • Communications, Correspondence Materials: Assist Executives with materials: prepare, compose, and/or edit documents (agendas, minutes, notifications, etc.), presentations, and other materials.
  • Meeting Facilitation: Collaborate with team leaders to plan, and participate in team meetings, including preparing materials, and agendas, taking notes, and following up on action items based on Executives' requirements.
  • Efficiency Enhancement: Optimize day-to-day operations for Executives and self, seeking to increase efficiency, and organization. Deliver a high level of support by proactively establishing processes, timelines, networks, and workflows that support the team leaders’ priorities and initiatives.
  • Employee Engagement: Support leadership in coordinating employee engagement activities within the department and the enterprise Administrative Services team. Partner with Business Unit Administrative Managers on onboarding activities for the team.
  • Customer Relations: Develop positive rapport with internal and external customers and serve as a trusted advisor to the Executives. Collaborate with other assistants to facilitate communication and ensure efficient information flow within the business area and across the Enterprise.
  • Other / Special Projects: Provide project-based support to assigned Business Unit or area by managing and prioritizing tasks along with participating in special projects. Operate with complete discretion and serve as a trusted sounding board to the Executives.


Qualifications:

  • Relevant degree preferred. 2 or more years of relevant experience in a corporate environment as an administrative support role required. Interest in DEI is desired, but not required. Experience working with sales teams, customer implementation and onboarding.
  • Professional approach, executive presence. Able to manage through constant change with a flexible, can-do mindset. Strong organization skills and self-direction, drives for results.
  • Strong project management skills, balance multiple priorities with high attention to detail.
  • High proficiency in Office 365, Workday, Concur. Ability to manage a high-volume Outlook inbox, interpret Outlook messages into strategic prompts / actions items. Experienced in coordinating calendars and travel across multiple time zones.
  • Sharp written and verbal communication skills: assertive decision-making, ability to listen for context and action items, ask strategic questions, maintain confidentiality around sensitive matters, escalation management.
  • The ideal candidate will join us in a hybrid workplace model at our corporate office in Irving, TX.