Administrative Support Specialist

6 days ago

Oklahoma City, Oklahoma, United States Express Employment International Headquarters Full time
Job Summary:

The Administrative Assistant will provide high-level administrative support to the Vice Presidents of ITS, ensuring the efficient operation of the ITS department. This role involves performing a variety of clerical and administrative tasks, including:

  • Communication and Liaison: Serve as a liaison between IT Leadership and key stakeholders to ensure clear lines of communication, sharing of resources, and information.
  • Administrative Tasks: Maintain filing systems, retrieve information from records, prepare written summaries of data, and respond to administrative inquiries.
  • Travel and Scheduling: Coordinate and schedule travel, meetings, and appointments for managers or supervisors.
  • Office Management: Maintain office supplies, coordinate maintenance of office equipment, and track office inventory.
  • Strategic Planning: Support the IT Leadership in oversight and management of all aspects of strategic planning, budget planning, and IT Roadmap planning.
  • Calendar Management: Manage complex calendars of professional meetings, personal appointments, and travel for IT Leadership and their interactions with various stakeholder groups.
  • Expense Management: Assist with the successful completion and submission of travel expenses and various other reimbursement paperwork.
  • Onboarding: Coordinate new hire schedules and activities of staff and contractor resources to facilitate efficient onboarding.
  • Correspondence: Facilitate incoming correspondence, including emails, voicemails, memos, and mail, sometimes requiring a high level of discretion and following up on inquiries.
Requirements:
  • Excellent Communication Skills: Excellent verbal and written communication skills.
  • Interpersonal and Customer Service Skills: Excellent interpersonal and customer service skills.
  • Technical Skills: Proficient in Microsoft Office Suite or related software.
  • Organizational Skills: Excellent organizational skills and attention to detail and ability to multi-task.
  • Clerical Procedures: Basic understanding of clerical procedures and systems such as recordkeeping and filing.
  • Independence: Ability to work independently.
Education and Experience:
  • Administrative Experience: Three to five years of experience in an administrative role.

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