Administrative Specialist

Description:

Admin will work with Director of IT Apps and Managing Director of Generation Solutions. Will also work with a team of other Admins for various tasks and floor management.
Looking for someone with experience at a large company, working with multiple peers, with exposure to executives. Longevity within those positions.
Personality will be important. Should be a servant leader who is outgoing and works well with others.
Position Summary:
The Administrative Specialist II will provide high-level administrative support to multiple executives at client Plaza location and Raleigh location. This role requires a highly organized and experienced professional who can manage competing priorities, maintain confidentiality, and work independently in a fast-paced environment. The successful candidate must demonstrate initiative, sound judgment, and the ability to manage daily operations with minimal supervision. Depending upon the desired qualifications of the successful candidate, the hiring manager may elect to fill this position at a higher level within the job hierarchy.
Key Responsibilities:
• Manage executive calendars, schedule meetings, and office seating arrangements.
• Prepare and edit documents, presentations, and reports.
• Submit and track purchase requisitions (PRs), process vendor invoices, and manage budget tracking and reconciliation for leadership.
• Support meeting coordination, including booking conference rooms and handling catering logistics.
• Manage private conference room scheduling and logistics, ensuring availability, readiness, and smooth execution of meetings.
• Maintain physical and digital filing systems, ensuring easy retrieval and confidentiality of materials.
• Maintain inventory and ordering of essential office supplies, including coffee and breakroom items, to support daily operations.
• Assist with onboarding and offboarding processes, including coordinating access, tools, and system updates.
• Coordinate with facilities and day porter staff to ensure shared office spaces remain organized and professional.
• Coordinate team-building and morale-boosting events, managing logistics, communications, and setup to foster a positive work environment.
• Communicate effectively with internal teams, peer admins, and external contacts.
• Provide hands-on support during technology transitions, including troubleshooting, ordering new equipment, and ensuring timely delivery of laptops, tablets, and accessories.
• Provide backup and cross-functional support to other executive assistants as needed.
• Respond to complex inquiries from management and employees regarding a variety of questions, such as clarification of company policy and procedures.
• Assist with large-scale operational projects such as office moves and asset disposition, ensuring tasks were completed efficiently and with minimal disruption.
• Anticipate the needs of the managers based on knowledge of the manager's mode of operation and individual preferences, coordinate, research, delegate, compile, and organize any work necessary to meet those needs.
• Maintain confidential records and reports, including onboarding, off-boarding, and invoicing.
• Prepare expense reports and reconciliation statements for self and management upon request.
• Utilize Microsoft Office Products at a high level of proficiency. Prepare and revise documents for use by management, e.g., Corporate Calendars.
• Maintain a consistently high level of availability to provide support to the Director according to the director's schedule.
• Maintain and demonstrate current knowledge of client enterprise organization and business operations. Understand the work preferences and needs of the manager. Communicate effectively with other managers and their support staff.
• Exercise excellent interpersonal skills and demonstrate the ability to work with employees at all levels within and outside the organization in a highly professional manner.
• Prepare correspondence and written communications using a variety of excellent written communication skills.
• Act as a flexible and reliable resource for ad hoc needs, consistently stepping in to support the team wherever and whenever needed.
Required Skills and Qualifications:
• Minimum 8 years of experience in an administrative support role, with at least 3 years supporting executive leadership.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
• Strong written and verbal communication skills.
• Ability to prioritize and multitask in a dynamic environment.
• Demonstrated professionalism, discretion, and attention to detail.
• Self-starter with the ability to work independently without direct supervision.
• Strong computer skills, including Outlook, Excel, Word, PowerPoint.
• Fully functioning degreed professional or equivalent job-related work experience.
Preferred Qualifications:
• Prior experience in a regulated industry or corporate setting.
• Familiarity with client systems and organizational structure.
• Experience with invoice processing, PRs, and procurement systems.
• Bachelor’s degree in Business Administration or a related field is preferred but not required.
• Ability to manage confidential information with the highest integrity.
• Ability to research independently, multi-task, and meet deadlines under tight timeframes.
Work Environment:
• On-site support required at the Plaza location in Charlotte, NC.
• Primarily an office-based role with occasional support for events and special projects at the Plaza location and occasionally at the Optimist Hall location.
 • This position may require assisting managers and or admins located on multiple floors within the Plaza or other locations.

Qualifications

• 8 years of experience in an administrative support