Administrative and Operations Specialist

Responsibilities may include, but are not limited to:

 Executive Support:

• Manage multiple calendars, including scheduling, deconflicting, and rescheduling meetings.
• Provide logistical support, such as preparing agendas, tracking action items, and coordinating travel arrangements.
• Respond to phone and email inquiries and prepare materials for meetings.
• Ensure confidentiality and handle sensitive information with discretion.

• Administrative Support:
• Facilitate meetings by preparing agendas, taking notes, and tracking action items.
• Support onboarding and offboarding processes for new and transitioning staff.
• Maintain and update organizational charts, listservs, and shared drives.
• Assist in managing meeting spaces and resources for the team.

• Meeting and Event Coordination:
• Coordinate and schedule meetings, conferences, and events across all locations.
• Ensure meetings are equipped with necessary technology and troubleshoot any technical issues.
• Prepare and distribute meeting agendas and materials, and capture meeting minutes and follow-up action items.
• Set up and maintain meeting spaces to ensure functionality and proper equipment.

• Budget Management:
• Assist with managing division budgets, including financial reporting and reconciliation.
• Process financial transactions, monitor expenses, and assist with budget planning and decision-making.

• Travel and Logistics:
• Coordinate travel arrangements, including flights, accommodations, transportation, and visa requirements.
• Support travel logistics for official visitors and staff as needed.

• Document Management:
• Maintain and update electronic tracking documents and filing systems.
• Create, edit, and format reports, presentations, and other documents.
• Distribute relevant materials, such as meeting minutes and newsletters, to staff.

• Operational Support:
• Provide guidance on administrative processes and support services.
• Evaluate and improve operational procedures for greater efficiency.
• Mentor and train new staff on administrative processes.
• Backstop other administrative staff as necessary.