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Administrative Support Specialist
2 months ago
Clarity Recruiting is seeking an experienced Executive Assistant to provide high-level administrative support to our dynamic IT management team. This is a unique opportunity to utilize your exceptional organizational and communication skills to drive business success.
Key Responsibilities:- Administrative Support
- Coordinate calendars, ensuring up-to-date information and relevant details.
- Provide exceptional customer service, managing contacts and correspondence.
- Track expenses, create expense reports, and coordinate with the team.
- Offer backup administrative assistance to other managers as needed.
- Meeting Coordination
- Schedule, arrange, and facilitate meetings, including those across different time zones.
- Prepare thoroughly for all meetings, including researching, writing briefings, coordinating materials, and communicating with attendees.
- Track and follow up on all meetings and events to ensure seamless execution.
- Set up and manage Zoom meetings prior to the scheduled time.
- Contract Renewal and Invoice Process
- Assist senior management in managing contract renewal and approval processes.
- Review and approve invoice payments, ensuring timely and accurate processing.
- Travel Coordination
- Arrange domestic and international travel, including flights, ground transportation, hotels, and visa coordination.
- Special Projects
- Collaborate with cross-functional teams on special projects, providing administrative support and expertise.
- Bachelor's degree required.
- Minimum 5 years of experience as an Administrative Assistant or Executive Assistant in a fast-paced environment.
- Excellent organizational and time management skills.
- Attention to detail and accuracy are essential.
- Discretion and experience handling sensitive information are required.
- Ability to manage multiple projects simultaneously and prioritize tasks effectively.
- Outstanding interpersonal and communication skills, both verbal and written.
- Ability to work in a team environment and interact with management and business personnel.
- Resourceful, motivated, efficient, proactive, and customer service oriented.
- Ability to protect confidential and proprietary information.
- Ability to perform and adapt under pressure.
- Proficiency in MS Office Suite, specifically Outlook, Word, Excel, and PowerPoint.
