Administrative Support Specialist

Job Description

ABOUT JOB

• Facilitate taskings and correspondence through the Department’s Executive Secretariat process
• Ensures that the office reviews and responds to requests timely and effectively
• Facilitates timely and effective receipt, coordination, and submission of briefing materials through various IT platforms
• Support office managers in the administration of the office through the execution of a variety of administrative tasks and responsibilities
  • Records management
  • Contracts management
  • Development of Standard Operating Procedures (SOPs)
  • Maintenance of share drives
  • Facilitation of onboarding and offboarding personnel
  • Management of external phone lines by answering calls and redirecting inquiries as needed
  • Process visitor requests
  • Update internal and external websites
  • Coordinate logistics for in-person and virtual meetings and engagements
  • Maintenance of external distribution list
  • Creation and distribution of external newsletters and bulletins
• Mainlining managers’ calendars by
  • Creating, reviewing and revising meeting arrangements
  • Keeping calendars clear of old or outdated invitations/meetings
  • Ensuring that managers are kept updated on the day’s itinerary
  • Creating and providing a daily briefing book for office managers in desired format(s),
• Other duties as assigned

• Proficiency in Microsoft Teams, Office Suite and Power Bi preferable
• Must be detail-oriented and have strong organizational skills