Administrative Support Specialist

1 week ago

Mastic Beach, New York, United States MyCareersFuture Full time

Job Summary

We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at MyCareersFuture. As a key member of our operations team, you will be responsible for providing administrative support to our staff and students, ensuring the smooth day-to-day operations of our office.

Key Responsibilities

  • Administrative Support
    • Provide administrative support to our staff and students, including coordinating meetings, managing calendars, and preparing correspondence.
    • Update and maintain our student database, ensuring accurate and up-to-date information.
  • Event Planning
    • Plan and execute induction programs for new hires and students, ensuring a smooth onboarding process.
    • Coordinate and lead learning journeys and career fairs, promoting our services to local polytechnics and universities.
  • Operations
    • Coordinate external and internal meetings, managing calendars and preparing meeting materials.
    • Manage and track internship budgets, ensuring efficient use of resources.
    • Implement automation processes to improve internal operations.
  • Record Keeping
    • Record, issue, collect, and digitize laboratory notebooks for researchers and technical staff.
    • Provide logistics support for hosting visits, including meeting room preparation and visitor passes.
  • General Support
    • Cover reception duties during lunch periods and off days on a rotation basis.
    • Support other S&A events and visits as required.

Requirements

  • Diploma or degree in a related field.
  • Minimum 2 years of relevant experience in administrative support.
  • Proficiency in Microsoft Power Automate and Power BI for digitalization.
  • Excellent verbal communication skills.
  • Competency in Microsoft Excel and PowerPoint.
  • A self-driven and meticulous individual with strong multitasking and project management skills.

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