Administrative Specialist

We are seeking an Administrative Specialist to join our ever growing Marketing Services team to work alongside our Senior leadership team. As an Administrative Specialist, you will directly report into the Director of Marketing Services and will provide accurate and timely administrative assistance to our leadership team. We are looking for an applicant who has demonstrated excellent communication skills and can manage multiple projects from concept to completion. This role is dynamic and can change day-to-day, so a “see it, grab it, do it” attitude is key.

Responsibilities

• Develop and maintain process for new hire setup, employee transfers and employee exits that ensures software, training, accounts and administrative tasks are handled in a timely and accurate manner.
• Provide administrative assistance, such as taking meeting minutes, setting agendas for meetings.
• Manage daily team meetings, offsites; create schedule, determine topics and hosts, create and send invites, collaborate in creating content, run all logistics, and regularly host
• Be the single point of contact for expense management and approval across the Marketing Services and ensure completion, meeting deadlines, and content/metrics are accurate, etc and offer assistance to accounting department to provide manage invoices, payments, and receipts
• Perform minor accounting and bookkeeping duties.
• Develop a spiff management program that allows our teams to be creative with spiffs while ensuring they can be budgeted for, paid out, and tracked easily
• Coordinate with People Ops and Marketing Services leaders to ensure leaders have the resources they need to manage and motivate employees, such as management tools like BambooHR & OfficeVibe or professional development resources
• Evaluate overall performance by gathering, analyzing and interpreting data and metrics
• Work with Revenue Operations to review metrics across all teams to find opportunity, identify weaknesses and to streamline process
• Support department-wide strategic projects; monitor progress of key initiatives and priorities by meeting regularly with managers to track results and challenges
• Provide administrative support related to yearly and quarterly planning, and the tracking and reviews for all teams.
• Variable pay management and approval across Marketing Services to ensure completion.
• Other administrative tasks as necessary

Skills and Qualifications

• 1-2 years experience in an administrative setting; preference given to those in a large organization
• Diploma or certificate in office administration considered an asset
• Proficiency in Google Sheets/Docs/Slides a must
• Demonstrated experience driving and executing end-to-end project management
• High attention to detail, proactive, proficient organizational skills with demonstrated ability to deal effectively with multiple priorities that originate from a variety of sources to meet deadlines
• Exceptional standards of professional integrity, customer ethic and proficiency in all aspects of administrative activity
• Demonstrated ability to work effectively with confidential and sensitive information is essential
• Effective and exemplary interpersonal and communication skills (both oral and written)
• Ability to work in a fast-paced, ever-changing environment