Administrative Operations Specialist

1 day ago

Princeton, New Jersey, United States Educational Testing Service Full time

About ETS: A Pioneer in Education and Talent Solutions

ETS is a global education and talent solutions organization dedicated to empowering lifelong learners worldwide. For over 75 years, we've been driving innovation in measurement science to create benchmarks for fair and valid skill assessment across cultures and borders. Our impact spans the globe through our renowned assessments, including TOEFL, TOEIC, GRE, and Praxis tests, serving millions of learners in over 200 countries and territories.

We continue to expand our capabilities through strategic acquisitions, strengthening our workforce assessment solutions with PSI and enhancing our educational technology and assessment platforms across critical markets worldwide through Edusoft, Kira Talent, Pipplet, Vericant, and Wheebox.

Through ETS Research Institute and ETS Solutions, we're partnering with educational institutions, governments, and organizations globally to promote skill proficiency, empower upward mobility, and unlock opportunities for everyone, everywhere. With offices and partners across Asia, Europe, the Middle East, Africa, and the Americas, we deliver nearly 50 million tests annually. Join us in our journey to measure progress and power human progress worldwide.

The Administrative Coordinator Role

This role plays a vital part in ensuring the smooth operation of our office. As an Administrative Coordinator, you'll provide comprehensive support to various departments, manage office resources, coordinate meetings and events, and assist with project management tasks.

  • Provide administrative support to the department and management team.
  • Prepare and edit correspondence, reports, presentations, and other documents.
  • Manage calendars, schedule appointments, and coordinate meetings.
  • Oversee office operations and maintain office supplies and equipment.
  • Evaluate and improve office processes to increase efficiency.
  • Liaise with building management and service providers for office maintenance and repairs.
  • Serve as the first point of contact for internal and external communications.
  • Handle incoming calls, emails, and inquiries professionally and promptly.
  • Coordinate and distribute internal communications.
  • Plan and coordinate company events, meetings, and training sessions.
Key Responsibilities

You will be responsible for:

  1. Project planning, coordination, and execution.
  2. Tracking project timelines and deliverables, ensuring deadlines are met.
  3. Preparing project status reports and maintaining project documentation.
  4. Maintaining accurate and up-to-date records and files.
  5. Managing databases and generating reports as needed.
  6. Ensuring data confidentiality and integrity.
  7. Assisting with budget tracking and expense reporting.
  8. Processing invoices and purchase orders.
  9. Reconciling financial discrepancies by collecting and analyzing information.
Requirements and Qualifications

To succeed in this role, you'll need:

  • Exceptional organizational and time-management skills.
  • Strong written and verbal communication skills.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Ability to multitask and prioritize tasks effectively.
  • Strong attention to detail and problem-solving abilities.
  • High level of discretion and confidentiality.
  • Professional demeanor.
  • Ability to work independently and as part of a team.
  • Proactive and self-motivated with a strong work ethic.
Education & Experience

A high school diploma is required, while a Bachelor's degree is preferred. You'll also need at least 5+ years of experience in an administrative support role.

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