Job Description: Administrative Support Specialist

Job Duties

• Compile records, documentation, and data required for standard reports. Retrieve information or run reports using various application databases as needed, including handling confidential or sensitive company data.

• Schedule appointments, meetings, and meeting room usage. Organize and plan meetings and special events as directed, ensuring locations and equipment are prepared for a seamless experience. Coordinate travel arrangements and submit expenses in accordance with policy guidelines.

• Compose letters, memoranda, and other documents from dictation, verbal instruction, or knowledge of company policies and procedures. Prepare and revise materials from rough drafts, corrected copies, or previous versions. Review instructions to determine formatting, number of copies, priority, and other requirements. Draft routine correspondence as needed.

• Enter purchase requests and accounts payable items, ensuring transactions are processed within required deadlines. Track and gather information supporting departmental budgets as assigned.

• Answer incoming calls, provide information to callers, route calls appropriately, and place outgoing calls. Order office supplies, equipment, and services to support operational needs. Maintain filing systems and ensure documents, records, and reports are properly organized and accessible.

• Open, sort, and distribute incoming mail. Prepare outgoing mail and small packages. Receive and route deliveries.

• Provide backup coverage for the receptionist as needed.

• May serve as a lead for other administrative support team members.

• Perform other duties as assigned.

Skills & Qualifications

• Proficiency with personal computers and job-related software.

• Excellent written and verbal communication skills.

• Ability to work efficiently in a fast-paced, multitasking environment.

• Strong attention to detail.

• Excellent customer service skills.

• Typing speed of 60 words per minute.

• Knowledge of company policies and procedures preferred.

• 5–7 years of experience, including 6 years of professional administrative experience.