Executive Administrative Specialist

Executive Administrative Specialist

Selectek has an exciting opportunity for an Executive Administrative Specialist with a fast-growing Engineering firm. This position plays a critical role in ensuring the smooth and efficient operation of administrative functions within the organization. This position is responsible for managing a variety of clerical and organizational tasks that support executives, project teams, field operations, and corporate departments. This role requires coordinating communication between internal teams and external stakeholders, maintaining accurate records, and facilitating compliance with industry regulations. By providing comprehensive administrative support, the specialist enables the organization to meet operational goals and deliver reliable services to customers. Ultimately, this position contributes to the overall effectiveness and productivity of the company by streamlining processes and supporting key business functions.

Essential Duties:

• Act as primary executive for the president of the company and the executive team.
• Manage daily administrative tasks including scheduling meetings, coordinating calendars, and organizing travel arrangements for team members.
• Prepare, review, and maintain documentation such as contracts, reports, and correspondence to ensure accuracy and compliance with company policies.
• Manage corporate phone lines including answering incoming calls, providing information to callers as well as routing calls to appropriate personnel or departments.
• Serve as a liaison between internal departments and external partners, facilitating clear and timely communication.
• Maintain and update databases and filing systems to ensure information is current and easily accessible.
• Assist in the preparation of presentations, proposals, and project documentation to support business development and operational initiatives.
• Coordinate logistics for company events, training sessions, and safety meetings to promote team engagement and compliance.
• Support procurement processes by tracking orders, managing vendor communications, and processing invoices.
• Support corporate IT group with equipment logistics as needed.
• Monitor and report on administrative metrics to identify opportunities for process improvements.
• Process monthly corporate and cash expenses in cloud platforms and accounting software (e.g. Concur).
• Contributes to team by accomplishing related requests as requested.

Required:

• Education: High School Diploma or equivalent required; Bachelor's degree preferred.
• 5+ years of administrative experience at the executive level.
• Microsoft Office Suite proficiency (Word, Excel, PowerPoint, Outlook)
• Excellent written & verbal communication skills
• Strong demonstrated writing skills
• Maintains confidentiality and uses discretion with business information
• Self-motivated and a strong team player with a "can do" attitude
• Strong time management skills and ability to multitask
• Experience handling travel arrangements
• Willing to help with tasks like answering the phone and general admin duties
• Able to handle sensitive information properly

Job Order Details

The Executive Administrative Specialist plays a critical role in ensuring the smooth and efficient operation of administrative functions within the organization. This position is responsible for managing a variety of clerical and organizational tasks that support project teams, field operations, and corporate departments. This person will support the President of the company along with five other people in leadership.

Sponsorship:

No, must be US Citizen or Green Card holder

Pay Range:

$29/hour - $31.25/hour

Term of Assignment:

6 months temp to direct

Pay Method When Direct:

Salary no OT pay

Location of Job:

Charlotte, NC

Hours and Shift:

Monday Friday, 8AM 5PM (some flex time)

Work From Home:

No

Overtime Expected:

Occasionally as needed

Travel:

Minimal

Work Attire:

Business Casual

Background Check:

Yes

Drug Screen:

Yes, 5 panel; They will need to do a motor vehicle report check as well since they need a valid driver's license.