Management Support Specialist

Summary:

The Management Support Specialist provides comprehensive administrative and operational support to management teams, ensuring efficient and effective workflow. This role requires strong organizational skills, excellent communication abilities, and a proactive approach to problem-solving. The ideal candidate is detail-oriented, adaptable, and capable of handling confidential information with discretion.

Responsibilities:

Administrative Support:

• Manage and maintain executive calendars, schedule appointments, and coordinate meetings.
• Prepare and organize documents, presentations, and reports.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
• Arrange travel itineraries, including flights, accommodations, and transportation.
• Maintain and organize filing systems, both electronic and physical.
• Process expense reports and track budgets.
• Take and distribute meeting minutes.
• Coordinate and organize company events.

Project Support:

• Assist in the planning and execution of projects, ensuring deadlines are met.
• Track project progress and provide regular updates to management.
• Gather and analyze data to support decision-making.
• Assist in the creation of project documentation.
• Communication and Coordination:
• Serve as a liaison between management and other departments or external stakeholders.
• Communicate effectively with all levels of the organization.
• Prepare and distribute internal communications.
• Maintain confidentiality of sensitive information.

Operational Support:

• Assist in the development and implementation of office policies and procedures.
• Order and maintain office supplies.
• Troubleshoot office equipment issues.
• Assist with onboarding of new employees.
• Assist with any other tasks assigned by management.

Qualifications:

• Bachelor's degree in business administration or a related field (preferred).
• Proven experience in an administrative support role, preferably supporting senior management.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Ability to handle multiple tasks and prioritize effectively.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality.
• Experience with project management software is a plus.

Skills:

• Calendar Management
• Meeting Coordination
• Document Preparation
• Travel Arrangements
• Expense Reporting
• Project Coordination
• Communication Skills
• Problem-Solving
• Time Management
• Proficiency in common office technologies.