Senior Administrative Specialist

Responsibilities

• Manage and maintain the daily schedules of the CFO and CIO, including coordinating meetings, calls, travel arrangements, and appointments.
• Prepare meeting agendas, document meeting minutes, and follow up on action items.
• Aid in drafting, editing, and proofreading communications, reports, presentations, and other documents for executive review.
• Communicate and coordinate with the CFO, CIO, and other departments, clients, partners, and stakeholders, ensuring timely and accurate communication.
• Screen and prioritize incoming requests, emails, calls, and messages for the CFO and CIO, ensuring timely responses and follow-up.
• Assist with various projects led by the CFO and CIO, ensuring milestones are met and deliverables are on track.
• Coordinate cross-functional efforts by working with other departments to gather necessary information and materials.
• Track project timelines and assist with preparing reports and updates as needed.
• Maintain and organize digital files, records, and documentation for both departments.
• Process expense reports, invoices, and other administrative tasks as required.
• Organize events, including internal meetings, team-building activities, and off-site events as requested.
• Maintain organizational charts and distribution lists for the respective departments.
• Order office supplies and equipment on behalf of the team as needed.
• Support financial and IT-related initiatives by coordinating with both departments and helping gather relevant data.
• Aid in budget tracking, invoice processing, and financial documentation as directed by the CFO.
• Cook up IT requests and manage follow-ups on technology support matters under the direction of the CIO.

Qualifications

• Must possess a High School Diploma or GED; Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Minimum of 8 years’ experience in an executive support role, preferably supporting C-level executives.
• Exceptional organizational and multitasking abilities with a strong attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with other administrative tools (e.g., project management software).
• Demonstrated ability to handle sensitive information with integrity and confidentiality.
• A proactive, flexible, and solution-oriented mindset.
• Experience in financial and/or IT environments is a plus.