The Administrative Executive Specialist provides high-level administrative support to the executive team. This role involves managing schedules, handling communication, organizing meetings and events, preparing reports, and maintaining records.
Key Responsibilities:
- Executive Support:
- Manage and maintain executives' schedules, including meetings, appointments, and travel arrangements.
- Handle confidential information with discretion and professionalism.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Meeting and Event Coordination:
- Organize and coordinate executive meetings, including preparing agendas, taking minutes, and following up on action items.
- Plan and execute company events, conferences, and executive retreats.
- Arrange catering, venue bookings, and other logistics for meetings and events.
- Communication:
- Serve as a liaison between executives and internal/external stakeholders.
- Screen and direct phone calls, emails, and other communications.
- Draft and send official communications on behalf of the executive team.
- Office Management:
- Oversee the maintenance of office supplies and equipment.
- Coordinate office services such as housekeeping, repairs, and mail distribution.
- Implement and maintain office policies and procedures.
- Document and Records Management:
- Maintain accurate and organized files and records, both physical and electronic.
- Prepare reports, presentations, and data summaries for executive review.
- Ensure compliance with record-keeping regulations and company policies.
- Project Support:
- Assist with the planning and execution of special projects and initiatives.
- Conduct research and compile data for projects as needed.
- Track project progress and provide updates to the executive team.
- Financial Administration:
- Assist with budgeting, expense tracking, and financial reporting.
- Process invoices, reimbursements, and purchase orders.
- Coordinate with the finance department on financial matters.
Required Qualifications:
- Education:
- High school diploma or equivalent; associate's or bachelor’s degree in business administration or a related field preferred.
- Experience:
- Proven experience as an executive assistant, administrative specialist, or in a similar role.
- Familiarity with office management systems and procedures.
- Skills:
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Proficiency 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 skills.
Preferred Qualifications:
- Certifications:
- Certified Administrative Professional (CAP) or similar certification.
- Experience:
- Previous experience supporting senior executives in a corporate environment.
- Experience with project management and event planning.