Administrative Specialist

Calculated Hire; Huntersville (NC); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading nuclear facility is seeking a Senior Administrative Specialist to provide advanced administrative support and leadership. This role involves overseeing complex administrative tasks, supporting multiple managers, and serving as a subject matter expert. Candidates should have at least 5 years of administrative experience, strong proficiency in Microsoft Office, and excellent organizational skills. The position requires on-site presence and may involve travel and overtime as necessary.

Qualifications

• 5+ years of administrative experience required.
• Strong proficiency in Microsoft Office Suite is essential.
• Excellent written and verbal communication skills needed.

Responsibilities

• Provide comprehensive administrative support across departments.
• Manage calendars, meetings, and travel logistics for leadership.
• Serve as a liaison for administrative matters between departments.

Skills

Microsoft Office Suite proficiency

Organizational skills

Excellent communication skills

Multi-tasking ability

Education

High School Diploma or GED

Job description

The Senior Administrative Specialist provides advanced administrative support and leadership within a nuclear power facility. This position combines comprehensive department support with mentorship responsibilities, cross-functional coordination, and specialized expertise. You'll serve as a subject matter expert and key resource for complex administrative challenges while supporting multiple managers across your assigned department.

Reports To

Department Manager and/or Assistant Department Manager

What You'll Do

Core Administrative Support

• Prepare correspondence, reports, presentations, agendas, and minutes using Microsoft Office Suite
• Manage calendars, schedule meetings, and coordinate complex meeting logistics
• Arrange business travel and track expenses for department leadership
• Receive, screen, and direct incoming calls, visitors, mail, and email
• Maintain files, plant records, and functional reports compiled from multiple sources
• Handle supply ordering, inventory management, and vendor coordination with autonomy
• Manage sensitive and confidential information with discretion
• Lead cross-training initiatives to ensure coverage during vacancies and absences
• Develop and maintain standard operating procedures for administrative functions
• Provide support and guidance to less experienced administrative staff
• Identify and implement process improvements to enhance efficiency
• Work seamlessly across department boundaries to support station-wide needs
• Provide backup coverage for other department admins, including complex assignments
• Serve as liaison between departments for administrative matters
• Collaborate on station-level events, meetings, and activities

Specialized Department Support (varies by assignment)

Operations Department

• Manage qualification and training tracking systems
• Oversee procedure network and documentation compliance
• Coordinate updates to operating procedures at satellite locations
• Support scheduling of operations personnel and training activities

Maintenance Department

• Support work order management and maintenance scheduling
• Coordinate parts ordering and equipment tracking
• Maintain maintenance documentation and records

Sciences Department

• Support technical documentation and reporting requirements
• Coordinate laboratory and testing schedules
• Manage data collection and analysis support activities

What You'll Need

Required Qualifications

• High School Diploma or GED
• Minimum 5 years of administrative experience
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent written and verbal communication skills
• Strong organizational skills and attention to detail
• Ability to multi-task and prioritize in a fast-paced environment
• Demonstrated ability to work independently and collaboratively across departments
• Flexibility to adapt to changing priorities and cross-train in multiple areas
• Ability to obtain and maintain nuclear badging and security clearance
• Must pass fitness for duty requirements, including drug screening and background checks

Preferred Qualifications

• 7+ years of administrative experience with demonstrated leadership
• Experience in nuclear power or other highly regulated industries
• Proven leadership ability and experience mentoring or training others
• Familiarity with training and qualification tracking systems
• Experience with document control, procedure management, and quality assurance processes
• Knowledge of supply chain, procurement, and inventory management systems

This position is located at a nuclear power facility and requires on-site presence. You'll work in a normal office environment with prolonged periods at a desk/computer. The role involves collaboration with multiple departments and requires flexibility to support various administrative functions across the station. Travel for training or assistance at other sites may be required, and overtime may be necessary.