Administrative Support Specialist (Administrative)

Administrative Support Specialist

Department: Business Operations

Location: Corporate Office

Reports to: Vice President, Business Operations

Summary of Role: As an Administrative Support Specialist, you will play a vital role in administrative support to various departments for the organization to assist maintaining a productive, and well-organized office environment. You'll be the first initial friendly point of contact for clients, visitors, and stakeholders, and will play a pivotal role in shaping the first impression for guests.

Key Responsibilities:

• Provide administrative support to Development, Construction and Management.
• Greet, validate and support incoming guests and staff to the office.
• Coordinate and manage scheduling of meetings, conference calls, appointments, and other events.
• Interact with internal and external stakeholders professionally and helpfully, ensuring their needs are met.
• Print, organize, and prepare documents for meetings.
• Accurately input and update information in databases.
• Monitor and replenish office supplies, maintain inventory records, and coordinate equipment maintenance as needed.

• Organize documents and obtain signatures.
• Screen all incoming mail, messages and correspondence, and route accordingly.
• Conduct special projects and other duties as assigned.
• Provide support in the coordination of the upkeep of the corporate office and the employee union.
• Timely proofreading, processing (binding and copying), and mailing of various reports.

• Compile, copy, sort, file, and mail office documents.
• Prepare outgoing mail and overnights.
• Open, sort, and route incoming mail and faxes.
• Assist in maintaining the conference room schedule and corporate calendar.
• Maintains the lobby area and conference rooms.
• Assist with special reports, research, mailings, faxes, memos, copying, and filing.
• Manage clerical or administrative activities.

Work Values

• Diligent: 100% Responsibility - Proactive mindset and always proceeds with strategy in mind. Committed to delivering high-quality results through meticulous effort, dedication, and a strong work ethic.
• Integrity: Honesty in actions and words, practices vigorous authenticity. Acting with integrity and maintaining ethical conduct, valuing honesty, transparency, and fairness in all interactions with internal leadership, colleagues, and external partners.
• Humbly Confident: Demonstrates a unique blend of humility and self-assuredness, with the ability to openly collaborate and communicate effectively with clarity, respect, and empathy.
• Respectful Team Player: Commitment to organizational goals, values teammates, respects others' leadership, and embraces collective success.
• Winning Mindset: Winners never settle - be passionate and stay hungry. Celebrates others' successes and embraces failure as stepping-stones. Invested in individual growth and professional development.
• Confidentiality: Possesses great attention to detail and discretion when dealing with sensitive and confidential corporate and client information.
• Professionalism: Demonstrates a professional demeanor, effective communication, and represents the organization positively in all interactions.

Key Competencies and Skills:

• Calendar and scheduling software- Outlook
• Presentation software - Microsoft PowerPoint
• Spreadsheet software - Microsoft Excel
• Proficient in operating office machines - such as photocopiers, scanners, facsimile machines, voice mail systems, and computers.
• Time Management Proficiency in allocating time effectively, setting priorities, and meeting deadlines.
• Communication: Excellent written and verbal communication skills for effective interaction with executives, colleagues, and external stakeholders.
• Calendar Management: Experience in coordinating schedules, planning meetings, and managing appointments efficiently.
• Travel Coordination: Skill in arranging travel logistics, including flights, accommodations, transportation, and itineraries.
• Meeting Support: Ability to prepare meeting agendas, materials, presentations, and record minutes accurately.
• Adaptability: Flexibility to handle changing priorities, unforeseen challenges, and evolving responsibilities.
• Interpersonal Skills: Strong ability to build positive relationships, work collaboratively, and communicate effectively with diverse individuals.
• Critical Thinking: Capability to analyze information, assess situations, and make sound judgments.
• Resourceful: Aptitude for finding creative solutions and navigating complex situations effectively.

Desirable Outcomes:

• Seamless Operations Support: Smooth day-to-day operations of the office by efficiently handling administrative tasks, managing schedules, and coordinating resources. This contributes to an organized and productive work environment, allowing colleagues to focus on their core responsibilities.
• High-Quality Support: The Administrative Support Specialist consistently delivers high-quality support, producing accurate documentation, well-prepared materials, and reliable assistance that contributes to the organization's success.

Qualifications and Experience:

• Additional education in office administration, business, or a related field can be a plus.
• 2+ years of experience providing administrative support or an equivalent blend of experience.
• Experience in Development, Multifamily Housing, Property Management, or Real Estate is an advantage.
• Proficient in Microsoft Office programs, (i.e., Excel, Word, PowerPoint, Teams, etc.)