Administrative Support Specialist

2 weeks ago


Elkins Park, United States Hire Talent Full time
Job Summary

We are seeking a highly skilled and organized Administrative Support Specialist to provide exceptional support to our Technology Experience Services Managing Director. This role will be based in our Philadelphia office and will require a high degree of discretion and confidentiality.

Key Responsibilities
  • Travel Arrangements: Utilize our online travel booking tool to arrange business travel and ensure timely and accurate expense reports.
  • Expense Management: Review, reject, or approve expense reports submitted by team members, ensuring adherence to company policy.
  • Calendar Management: Manage our calendar system, identifying opportunities to enhance efficiencies and make last-minute scheduling decisions based on priority and business needs.
  • Meeting Planning: Schedule and organize internal and external meetings, including Zoom/Webex and conference calls, and handle logistics for outside guests.
  • Staff Support: Attend staff meetings to record minutes, track takeaways, and manage invitations for guest attendees. Maintain department organization charts and email distribution lists.
  • Special Projects: Manage team-wide projects and programs as needed, such as team-building events, philanthropy, or other events.
  • Onsite Facilities Coordinator: Support our Philadelphia Site leadership team with coordinating events, including ordering food, booking rooms, setup, and clean up.
Qualifications
  • Collaborative Team Player: Build and maintain a team-based environment with intra-department and Enterprise Administrative Assistant community.
  • Professional Demeanor: Excellent verbal and written communication skills, with a high degree of integrity and accountability.
  • Technical Proficiencies: Experience with audio and voice equipment, mobile and desktop devices, and ability to work independently with confidential information.
  • Flexibility: Ability to adjust priorities, think ahead, and anticipate team needs.
Requirements
  • Previous Experience: Meeting planning and calendar management.
  • Attention to Detail: High degree of accuracy and attention to detail.
  • Confidentiality: Ability to maintain confidential information in a highly professional manner.


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