Administrative Specialist

Advent Talent Group; Eden Prairie (MN); Hybrid; USD 41,000 - 55,000; Full time

Benefits offered by this job

Medical Insurance

401(k) Retirement Plan

Paid Time Off (PTO)

Job summary

Advent Talent Group is seeking a highly organized Administrative Specialist to support a Strategic Planning team within a mission-driven organization. You will partner with the Vice President of Strategic Planning and an Executive Assistant supporting Board operations, provide high-level administrative support, coordinate meetings and events, and prepare leadership and Board materials.

The ideal candidate is detail-oriented, resourceful, and collaborative, with experience supporting senior

Qualifications

• 3+ years of administrative support or related experience.
• Experience supporting senior leaders, executives, or board members.
• Proficiency with MS Office; SharePoint/Asana/Concur a plus.

Responsibilities

• Provide high-level administrative support to senior leadership, including calendar management, meeting coordination, travel arrangements, and executive scheduling.
• Prepare agendas, presentations, reports, meeting materials, and communications for leadership, department, and Board meetings.
• Coordinate logistics for executive meetings, retreats, special events, and organizational initiatives, including vendor management, catering, travel, and technology support.
• Support Board and Committee operations by organizing materials, scheduling meetings, coordinating travel, managing communications, and tracking expenses.
• Process invoices and expense reports while maintaining organized records and confidential information.
• Partner with cross-functional teams to manage priorities and ensure meetings and projects run efficiently.

Skills

Administrative support

Executive support

Calendar management

Travel arrangements

Tools

SharePoint

Asana

Concur

Microsoft Office

Job description

Advent Talent Group is seeking a highly organized and proactive Administrative Specialist to support a Strategic Planning team within a mission-driven organization. This role will partner closely with the Vice President of Strategic Planning and an Executive Assistant supporting Board operations, providing high-level administrative support, coordinating meetings and events, preparing leadership and Board materials, and helping drive key organizational initiatives. The ideal candidate is detail-oriented, resourceful, and collaborative, with experience supporting senior leaders, managing complex logistics, and balancing multiple priorities while maintaining professionalism, discretion, and exceptional attention to detail.

Overview

Pay Rate: $35/hour

Schedule: Full-time, hybrid schedule with 3 days onsite per week (Tuesday, Wednesday, and either Monday or Thursday). Core hours are Monday-Thursday 9:00 AM-3:00 PM and Friday 9:00 AM-12:00 PM, with flexibility outside of those hours.

Contract: Open-ended contract through approximately mid-December with potential for longer-term opportunities based on business needs and performance.

Responsibilities

• Provide high-level administrative support to senior leadership, including complex calendar management, meeting coordination, travel arrangements, and executive scheduling.
• Prepare agendas, presentations, reports, meeting materials, and communications for leadership, department, and Board meetings.
• Coordinate logistics for executive meetings, retreats, special events, and organizational initiatives, including vendor management, catering, travel, and technology support.
• Support Board and Committee operations by organizing materials, scheduling meetings, coordinating travel, managing communications, and tracking expenses.
• Process invoices and expense reports while maintaining organized records, documentation, and confidential information.
• Partner with cross-functional teams to manage priorities, improve processes, and ensure meetings, projects, and administrative operations run efficiently.

Qualifications

• 3+ years of administrative support, executive support, office management, or related professional experience.
• Experience supporting senior leaders, executives, Board members, or other high-level stakeholders in a fast-paced environment.
• Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint; experience with SharePoint, Asana, or similar platforms is a plus.
• Demonstrated experience coordinating complex calendars, travel arrangements, meetings, events, and expense reporting processes, including systems such as Concur.
• Exceptional organizational, communication, and multitasking skills with the ability to manage competing priorities and tight deadlines.
• High level of professionalism, attention to detail, and discretion when handling confidential information and working with internal and external stakeholders.

Eligible employees will enjoy the following benefits with Advent Talent Group:

• Medical Insurance
• 401(k) Retirement Plan
• Paid Time Off (PTO)

Advent Talent Group is an Equal Opportunity Employer

Advent Talent Group is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status