Administrative Specialist

This is not a traditional administrative assistant role. We’re looking for someone who can operate independently and act as an extension of the leadership team, driving operating rhythm, execution, and high-quality executive communications.

Key areas of focus:

• Coordinating cross-functional tech initiatives, tracking milestones, risks, and follow-through.
• Supporting leadership prioritization, calendar alignment, and executive forum prep.
• Facilitating governance routines and maintaining visibility into actions and progress.
• Building executive-ready presentations and communications.
• Enhance team communication channels and digital workflows through use of collaboration tools, automation, AI-enabled documentation, and multimedia content when appropriate.
• Maintain structured digital documentation repositories and information governance standards across collaboration platforms (SharePoint, OneDrive, Teams, etc.).
• Proactively manage complex calendars, prioritizing appointments, meetings, and travel schedules (domestic and international).
• Coordinate and organize internal and external meetings, including preparing agendas, distributing pre-read materials, taking minutes, and tracking action items.
• Manage and reconcile expense reports, ensuring accuracy and adherence to policies.
• Supporting financial and operational processes (expenses, basic budget coordination).
• Improving team workflows across tools like Teams and SharePoint.

Must-haves:

• Experience supporting VP/CIO-level leaders
• Strong PowerPoint and executive communication skills
• Ability to manage across multiple stakeholders in a fast-paced environment
• High discretion and executive presence