Support Specialist (Administrative Support Specialist)

About the role

We are seeking an experienced Administrative Support Specialist to join a collaborative administrative and operations team supporting a dynamic research and development environment.

Responsibilities

• Welcome and assist visitors, providing a positive and professional first impression.
• Manage visitor interactions while maintaining confidentiality and professionalism.
• Serve as a primary point of contact for office management inquiries and employee support.
• Cook up conference room schedules and resolve booking conflicts.
• Perform daily administrative and office management tasks.
• Support internal teams with meeting coordination, event planning, calendar management, and other administrative needs.
• Help maintain efficient office processes and high-quality service standards.
• Aid with purchase order preparation and financial documentation using procurement systems.
• Support new hire onboarding, site-wide events, employee engagement initiatives, digital signage updates, office supplies, decor, workplace maintenance, and employee communications.
• Communicate important site information to employees as needed.

Qualifications

• Associate's degree required.
• Minimum of 5 years of administrative or office management experience.
• Positive, professional, and customer-focused attitude.
• Ability to handle confidential information with discretion.
• Strong organizational skills with exceptional attention to detail.
• Excellent communication and interpersonal skills.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Advanced proficiency with Microsoft Office.
• Strong time management, problem-solving, and organizational abilities.
• Comfortable interacting with employees, leadership, vendors, and external visitors.
• Ability to anticipate needs, manage competing priorities, and resolve issues proactively.