• Administrative Specialists provide remote support to clients across the Company and its locations

• 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

• Manage the day-to-day operations of the office to ensure that the organization’s current and future administrative needs are met efficiently, reliably, and economically. Direct supervision of the Administrative Assistant.

• Liaise with functional or operational area managers to ensure that office administration policies, programs, and activities are appropriate for their current and future business needs.

• Plan, prioritize, and manage maintenance activities and upgrades to equipment, facilities, and systems to minimize disruptions to business activities and use the organization’s resources effectively.

• Select and manage ongoing relationships with external suppliers to ensure the organization receives satisfactory standards of service.

• Human Resource Manager functions including employee onboarding and orientation, employee record creation and maintenance in Lawson, benefit and policy support, employee attendance system, and bi-weekly payroll processing.

• Financial Manager duties including the processing of purchasing requests in Ivalua, the processing of invoices and petty cash in the Lawson system, daily and month-end fuel inventory, monthly accruals, and submission of invoices to customers.

• Managed Program Officers schedules, meeting requests, and event engagements including reservations, speaker and background materials, and site visit preparation.

• Assisted with all projects related to the Program research, compilation of data, and the management and presentation of data and other information, including correspondence, reports and slide presentations.

• Coordinated committee, grant recipient, and other departments and affiliate group meetings. Handled all of the logistics to ensure their success--arrangement of the dates, locations, schedules, agendas, invitations, attendee acknowledgements and confirmations, preparation and distribution of meeting materials, audio/visual, ordering food, meeting room set-up, meeting minutes and maintaining files on meetings and other follow-up for Senior Program/Program Officer events.

• Assisted with the preparation of various reports, including budgets, expenses and other special initiatives for the Senior Program/Program Officers.

• Supported program officers, team strategy development, and program team coordination.

• Helped maintain appropriate processes and systems for management and tracking of all grant proposal and administration documents, from the original request or response to competitive solicitation, through grant payments and final grant recipient reporting.

• Helped populate and support the grants administration process in the GrantsCentral system, which included formatting and proofreading grant recommendation and write-ups for the Senior Program/Program Officer initiatives.

• Timely and effectively communicated with Trust partners (Donors, Funders, Civic and Community Partners, and Project Collaborative Groups), grant seekers, recipients as required which included gathering necessary information and responding to their questions, with respect to all grant making activities, outreach and other Trust initiatives.

• Helped compiling and communicating information for program and grants evaluation.

• Managed the day-to-day operations of the office. Coordinated work activities with other support staff, and organized the workflow to relieve the Chief Talent Officer of administrative details. Provided an efficient and organized office environment.

• Supervised the development of processes and procedures to maintain efficient office management and administrative systems, i.e., filing systems, conference room calendars, telephones, office space, and the ordering of office equipment and supplies.

• Provided support to the Recruiting Department including the processing of background and drug screenings and the creation of Personnel Action Forms.

• Timekeeper for the HR department using the workforce CCCWorks time and attendance system.

• Processed employment verifications in conjunction with third party.

• Handled privileged attorney/client and sensitive work-product communications.

• Greeted and screened visitors and all incoming calls for supervisor. Provided information to individuals as appropriate.

• Provided assistance to supervisor on routine departmental/division projects.

• Composed and typed routine correspondence

• Organized and maintained file system, and filed correspondence and other records.

• Answered supervisors' telephone calls and arranged conference calls

• Coordinated supervisor's schedule and made appointments

• Greeted visitors and directed to appropriate area or person

• Arranged and coordinated complex international travel schedules and reservations.

• Compiled and typed statistical reports.

• Coordinated and arranged meetings, reserved and prepared facilities, recorded and transcribed meeting minutes

• Made copies of correspondence and other printed materials.

• Prepared outgoing mail and correspondence, including e-mail and faxes.

• Ordered and maintained supplies and arranged for equipment maintenance.

• Provided assistance and training to entry level administrative assistants.