Admin Specialist

Job Description

• Perform administrative duties with business responsibilities necessitating contact and exposure to confidential information
• Requiring use of tact, diplomacy and discretion. Duties and responsibilities are moderately routine in nature, and require

Essential Functions

• Schedule of appointments as determined by priority
• Maintain all files, confidential records.
• Coordinate travel schedules, arranging meetings and teleconferences
• Receive, photocopy, distribute, and file a variety of incoming and outgoing correspondence and reports.
• Be responsible for all incoming and outgoing mail and correspondence including but not limited to courier deliveries, etc.
• May be responsible for taking and distributing internal meeting minutes.
• Provide relevant data, information, and back-up support materials to assist manager with day to day operations, as requested.
• May track a variety of department and/or employee data and complete regularly scheduled reports by required due date.
• Assist in preparation, obtain appropriate departmental signatures, track and follow up on various personnel actions to include candidate requisition forms for open positions, , employee leaves, promotions, etc
• Assist in the planning, coordination, and preparation of major business meetings, luncheons, and dinners involving both internal and external clients, departments and companies as required.
• May be responsible for the submission of staff expense reports in a timely manner.
• May be responsible for the coordination and planning of facility needs (space, equipment, etc.)
• When manager is on travel or out of office may respond to routine items and forward urgent issues to appropriate individuals.
• Interact with vendors, Accounts Receivable, Purchasing and Finance to research and properly code invoices for payment.
• Take responsibility for the selection and procurement of all Facilities related supplies.
• Performs other duties as required.

Job Requirements

• Suitable University Degree
• Fluent in English (Spoken & written)
• Computer skills (MS Office Suite, MS Word, MS PowerPoint, MS Access, MS Outlook, and Internet).
• Good communication skills (written and verbal).
• Ability to work both within a team environment and independently to prioritize tasks
• Ability to maintain timelines
• Ability to manage time efficiently
• Ability to perform multiple tasks.
• Ability to establish and maintain effective working relationships with coworkers, managers and clients