Administrative Specialist

Hengst Filtration | North America; Raleigh (NC); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking an Administrative Specialist to provide high-level support to senior leadership. This role involves managing schedules, coordinating meetings, and performing clerical tasks to ensure smooth office operations. The ideal candidate will possess strong organizational skills, exceptional communication abilities, and proficiency in Microsoft Office Suite. If you thrive in a fast-paced environment and have a knack for problem-solving, this opportunity is perfect for you. Join a dynamic team where your contributions will be valued and make a significant impact on the organization.

Qualifications

• 3-5 years of experience in an administrative role.
• Associate's degree required, bachelor's preferred.

Responsibilities

• Provide high-level administrative support to the President and senior staff.
• Coordinate travel, meetings, and manage expense reports.

Skills

Communication Skills

Organizational Skills

Computer Proficiency

Attention to Detail

Problem-Solving

Customer Service

Adaptability

Confidentiality

Independence

Education

Associate's Degree

Bachelor's Degree (Preferred)

Tools

Microsoft Office Suite

Job description

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Job Summary: The Administrative Specialist will provide high-level administrative support to the President and other senior staff.

Duties/Responsibilities:

• Provides high-level administrative support and assistance to the President and/or other assigned leadership staff.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents.
• Coordinates and schedules travel, accommodations, meetings, and appointments and manages expense reports.
• Arranges and coordinates meetings, schedules appointments including agendas, and maintains calendar to ensure there are no scheduling conflicts, appointments are on-time, materials are available, and takes notes and records minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies, answers and transfers calls and performs basic bookkeeping.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Maintains office supplies and coordinates maintenance of office equipment.
• Performs additional duties as assigned.

Required Skills/Abilities:

• Communication: Excellent interpersonal skills including written and verbal communication skills.
• Organizational Skills: Strong organizational and time management skills. Experience managing budgets and expenses. Experience developing internal processes and filing systems.
• Computer Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software; ability to learn new or updated software.
• Attention to Detail: Accuracy and attention to detail are crucial.
• Problem-Solving: Ability to identify and resolve issues efficiently.
• Customer Service: Ability to interact professionally with clients and colleagues.
• Adaptability: Strong time-management skills and ability to manage multiple tasks and priorities in a fast-paced environment with proven ability to meet deadlines.
• Confidentiality: Maintaining the confidentiality of sensitive information.
• Ability to work independently.

Education and Experience:

• Associate’s degree required, bachelor’s degree in related field preferred.
• Three to five years of experience in an administrative role.
• Able to type a minimum of 50 words per minute.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Seniority level

• Associate

Employment type

• Full-time

Job function

• Administrative and Customer Service

Industries

• Manufacturing