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Administrative Support Specialist

2 months ago

Tampa, Florida, United States HNTB Full time

Job Summary

HNTB is seeking a highly organized and detail-oriented Administrative Support Specialist to provide administrative support to our team of employee-owners. As an Administrative Support Specialist, you will be responsible for maintaining calendars, scheduling meetings, making travel arrangements, handling correspondence, distributing mail, filing, and performing other duties to support the manager and department as needed.

Key Responsibilities:

  • Maintains multiple calendars and schedules appointments, coordinates and schedules meetings, and prepares meeting agendas.
  • Coordinates and arranges the logistics and details of travel and accommodations, and prepares travel itineraries.
  • Screens incoming calls, emails, letters, and visitors, answers routine questions, and provides information on behalf of the manager.
  • Sorts and distributes incoming mail and prepares outgoing mail, routes or answers routine correspondence not requiring manager's attention.
  • Communicates management's instructions or desires to various individuals and/or departments and initiates follow-up action.
  • Furnishes and obtains information from other executives or outside representatives as requested.
  • Prepares reports, gathering and summarizing a variety of data from multiple sources, composes and produces a variety of correspondence, reports, and presentations under general guidance using the appropriate software for word processing, graphics, and spreadsheets.
  • Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
  • Prepares and submits expense reports, ensuring timely processing, supporting documentation, and accurate coding of expense items.
  • May transcribe dictation, often covering subjects of a technical and/or confidential nature.
  • Performs other duties as assigned.

Requirements:

  • High School Diploma/GED or equivalent
  • Ability to maintain confidentiality
  • Planning, time management, and organizational skills
  • Ability to balance multiple tasks and changing priorities
  • Attention to detail
  • Demonstrated ability to compose, edit, and proofread written documents (routine letters, business correspondence, and reports of varying complexity)