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Administrative Support Specialists

2 months ago

Albany, New York, United States IIT Full time

Key Responsibilities:


The Administrative Support Specialists will play a crucial role in delivering comprehensive administrative and clerical assistance to senior executives and various program area personnel, including fellows and interns.

This position encompasses a variety of tasks such as organizing schedules, composing correspondence, managing communications, and addressing routine inquiries.

OVERVIEW OF JOB FUNCTIONS:

Responsibilities include, but are not limited to:
Providing administrative assistance to various IIT executives, including but not limited to the Audit Director, Legal Counsel, Grants and Scholarships Director, Communications Director, and/or the Finance Director.
Execute daily administrative operations to ensure the effective functioning and coordination of each department's activities.
Maintain the executives' calendars and aid in arranging meetings.
Support event coordination, including resource management, setting up virtual meetings, and preparing agendas and notes.
Oversee shared mailboxes and formulate well-structured responses to inquiries. Coordinate replies to information requests and ensure timely follow-ups. Identify high-priority matters for appropriate handling.
Respond to requests for marketing materials. Prepare items for distribution and ensure their timely delivery.
Draft communications on behalf of Directors and team members.
Prepare, process, update, and compile standard documents, records, and reports. Create presentations as needed.
Manage and coordinate travel logistics, including preparing travel requests and vouchers. Assist in processing travel reimbursements.
Support the onboarding process for new employees.
Research new tools, products, and associated costs for purchasing marketing materials, equipment, and supplies. Complete purchase request forms and related documentation.
Receive and screen incoming calls, respond to inquiries, and direct callers to the appropriate staff members.
Other responsibilities as assigned.

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