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