Administrative Specialist

Responsibilities

Provide remote high-volume calendaring, travel, and expense support Provide Administrative services during designated support hours Manage complex calendars for multiple clients Schedule internal and external meetings for multiple clients Schedule and manage recurring and ad-hoc meetings and room bookings across campuses Learn and utilize internal and external tools to provide calendar support Establish ongoing relationship and communications with clients to learn business priorities and apply to support Partner with clients and other Administrative Assistants for meeting coordination Provide proactive time management recommendations to clients Coordinate domestic and international travel arrangements via Concur Prepare and submit corporate card expense reports Maintain program scope of support within agreed-upon service level agreements Educate and inform clients on program goals, scope and service level agreements Draft and send communications to clients about transitions or changes in support Provide coverage support for Admin Specialist colleagues Collaborate with global Admin Specialist colleagues on best practices and knowledge sharing

Qualifications

3+ years of relevant high-volume coordination experience 3+ years of relevant experience providing administrative support to 2 or more executives 3+ years of relevant experience managing calendars for 2 or more executives Experience prioritizing multiple tasks and activities Experience with Microsoft Office, Google Suite, Concur or similar programs Experience exercising judgment and discretion while utilizing company policies and practices to determine appropriate action Experience supporting 3+ or more executives simultaneously 3+ years of experience coordinating travel logistics on behalf of 2 or more executives 3+ years of experience managing expense reports Experience building relationships across a larger company Demonstrated customer focus, preferably in a customer service or front of house environment Demonstrated ongoing AI skill development (e.g., prompt/context engineering, agent orchestration) and staying current with emerging AI technologies Demonstrated ability to integrate AI tools to optimize/redesign workflows and drive measurable impact (e.g., efficiency gains, quality improvements) Experience adhering to and implementing responsible, ethical AI practices (e.g., risk assessment, bias mitigation, quality and accuracy reviews)