What are the responsibilities and job description for the Administrative Specialist position at Calculated Hire?
Administrative Specialist II
Charlotte, NC
Role Overview:
Provide high-level administrative support to multiple executives across corporate locations. Manage complex calendars, office operations, and executive requests with discretion, efficiency, and professionalism. Serve as a proactive and reliable resource, anticipating needs and supporting leadership in a fast-paced, dynamic environment.
Key Responsibilities:
- Manage executive calendars, meetings, and office seating arrangements, including private conference room scheduling and logistics.
- Prepare, edit, and format documents, reports, presentations, and corporate calendars.
- Submit and track purchase requisitions, process vendor invoices, and support budget tracking and reconciliation.
- Coordinate team meetings, events, and large-scale operational projects such as office moves and asset disposition.
- Maintain physical and digital filing systems, ensuring easy retrieval, confidentiality, and organization.
- Assist with onboarding and offboarding processes, including system access, tools, and workspace setup.
- Provide hands-on support during technology transitions, troubleshooting, and equipment delivery.
- Communicate effectively with internal teams, peers, and external contacts.
- Support cross-functional administrative needs, responding to complex inquiries and managing ad hoc requests.
Required Skills & Qualifications:
- 8 years of administrative experience, with at least 3 supporting executive leadership.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
- Strong written and verbal communication skills.
- Ability to prioritize, multitask, and meet deadlines in a dynamic environment.
- Professionalism, discretion, and attention to detail.
- Self-starter with ability to work independently.
Preferred Skills & Qualifications:
- Experience in corporate or regulated environments.
- Familiarity with procurement, invoicing, and budget management systems.
- Bachelor’s degree in Business Administration or related field preferred.
- Proven ability to handle confidential information with integrity.