Senior Specialist, Administrative Services Support (Hybrid - NJ)

Job Description

The Senior Specialist, Administrative Services Support will play a crucial role in providing administrative and operational support to the Enterprise IT Organization. This position requires a strong background in administrative tasks, problem-solving skills, excellent communication, and the ability to work effectively within a team. The Senior Specialist will be instrumental in maintaining efficient office operations, coordinating meetings, ensuring effective communication, and assisting with various administrative tasks.

Duties and Responsibilities

Provide Administrative Support:

• Manage and maintain calendars, schedule meetings, and coordinate travel arrangements for IT executives and team members.

• Create and maintain documentation including reports, presentations, and spreadsheets.

• Prepare and distribute meeting agendas, minutes, and follow-up action items as required.

• Handle departmental expenses, purchase orders, and invoices.

Communication Coordination:

• Serve as a central point of contact for internal and external stakeholders, ensuring effective communication flow.

• Coordinate and disseminate internal communications such as departmental announcements, policies, and updates.

• Manage and distribute incoming and outgoing correspondence, emails, and phone calls.

Project Support:

• Assist in the coordination and tracking of project activities, deadlines, and deliverables.

• Collaborate with cross-functional teams, ensuring effective communication and coordination.

• Assist in the preparation of project-related documentation, presentations, and reports.

Office Operations:

• Coordinate office facilities and equipment, ensuring a smooth and efficient work environment.

• Oversee inventory and procurement of office supplies, software licenses, and IT equipment as needed.

• Maintain documentation of departmental processes, procedures, and policies.

Data Management:

• Assist in organizing and maintaining electronic and physical filing systems.

• Manage confidential and sensitive information with utmost discretion.

• Collect and compile data for reporting purposes, ensuring accuracy and timeliness.

Required Minimum Education: High School Diploma

Required Qualifications and Experience:

• Minimum of 5 years of proven experience in administrative support roles.

• Strong organizational and time management skills with the ability to meet deadlines.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Excellent written and verbal communication skills.

• Attention to detail and problem-solving abilities.

• Ability to work independently and collaboratively in a team-oriented environment.

Preferred Qualifications and Experience:

• Experience supporting an IT or technology-focused organization.

• Knowledge of IT terminology and familiarity with IT project management processes.

• Bachelor's degree in Business Administration, Information Technology, or related field.

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NOTICE FOR INTERNAL APPLICANTS

In accordance with Managers' Policy - Job Posting and Employee Placement, all employees subject to this policy are required to have a minimum of twelve (12) months of service in current position prior to applying for open positions.

If you have been offered a separation benefits package, but have not yet reached your separation date and are offered a position within the salary and geographical parameters as set forth in the Summary Plan Description (SPD) of your separation package, then you are no longer eligible for your separation benefits package. To discuss in more detail, please contact your HRBP or Talent Acquisition Advisor.

Available benefits include bonus eligibility, health care and other insurance benefits (for employee and family), retirement benefits, paid holidays, vacation, and sick days. For Washington State Jobs, a summary of benefits is listed here.

Employees working in roles that the Company determines require routine collaboration wi