Job Title: Administrative Specialist
Contract Duration: 6 months, possible extension
Location: Menlo Park, CA
Work Arrangement: Remote (PT, MT, CT, ET)
Pay Range: $30-$40/hour
Summary
Seeking an Administrative Specialist to join our Global Administrative Specialist program team. This role will support complex and high-volume calendaring, travel planning, and expense reporting for a number of clients. Administrative Specialists provide remote support to clients across the Company and its locations.
Responsibilities
- Provide remote high-volume calendaring, travel, and expense support
- Provide Administrative services during designated support hours
- Manage complex calendars for multiple clients
- Schedule internal and external meetings for multiple clients
- Schedule and manage recurring and ad-hoc meetings and room bookings across campuses
- Learn and utilize internal and external tools to provide calendar support
- Establish ongoing relationship and communications with clients to learn business priorities and apply to support
- Partner with clients and other Administrative Assistants for meeting coordination
- Provide proactive time management recommendations to clients
- Coordinate domestic and international travel arrangements via Concur
- Prepare and submit corporate card expense reports
- Maintain program scope of support within agreed-upon service level agreements
- Educate and inform clients on program goals, scope and service level agreements
- Draft and send communications to clients about transitions or changes in support
- Provide coverage support for Admin Specialist colleagues
- Collaborate with global Admin Specialist colleagues on best practices and knowledge sharing
Minimum Qualifications
- 3+ years of relevant high-volume coordination experience
- 3+ years of relevant experience providing administrative support to 2 or more executives
- 3+ years of relevant experience managing calendars for 2 or more executives
- Experience prioritizing multiple tasks and activities
- Experience with Microsoft Office, Google Suite, Concur or similar programs
- Experience exercising judgment and discretion while utilizing company policies and practices to determine appropriate action
Preferred Qualifications
- Experience supporting 3+ or more executives simultaneously
- 3+ years of experience coordinating travel logistics on behalf of 2 or more executives
- High school diploma or equivalent required
- Experience working with executives is highly preferred.
Must Have Skills
- Master at multitasking
- Master at organization
- Master at communication and proactive approach
Nice to Have Skills
- Experience with advanced scheduling tools and internal systems.
- Familiarity with concur and outlook.
- Experience supporting multiple executives simultaneously