- 177367 - Administrative Specialist
- Chipton-Ross is seeking an Administrative Specialist for an opening in Reno, NV.
Administrative Specialist to provide highly professional and personable administrative, travel, office and reception support. This individual will handle the details of a broad range of compliance, office management, administrative, accounting and human resource activities for our high growth organization. We need a highly self-motivated, proactive, smart, resourceful person with great decision-making abilities, attention to detail, and excellent organizational skills who can function effectively and efficiently in a fast-paced environment.
Handle office management duties for our fast-paced, dynamic team, including coordinating building maintenance requests, ensuring office and break room supplies are maintained at appropriate levels, managing catering orders, providing logistical support for large meetings and events, etc.
Coordinate meeting, event and travel appointments in executive, shared and conference room calendars, ensuring accuracy and an appropriate level of detail; also proactively identify and patiently resolve calendar conflicts.
Book, manage and change complex travel arrangements for executives, including flights, hotels and ground transportation; create detailed travel itineraries with trip summary, boarding passes, confirmation data, directions, agenda, biographies, etc.
Ensure changes to travel, event and meeting arrangements are flowed through to all calendars, agendas and itineraries.
Act as a liaison, problem solver and facilitator for office and administrative issues and concerns.
Serve as our back-up receptionist by screening and preparing for planned visitors, welcoming and checking visitors in upon arrival, distributing and tracking visitor badges, professionally handling our main phone line, effectively and confidentially managing inbound and outbound mail and shipping, etc.
Manage executive expense reports, for both travel and non-travel items, reconciling and documenting expenses accurately and in a timely manner.
Take initiative to identify office/administrative processes that could be improved in terms of efficiency or accuracy; complete projects and special assignments by establishing objectives, proactively prioritizing, effectively managing time, gaining cooperation of others, problem solving and monitoring progress.
Occasionally drive personal vehicle to various local stores and restaurants to pick up supplies, catering, etc.
2+ years of experience in office management, administrative support and/or reception
Uphold a strict level of confidentiality
Quickly establishes an image as a professional, positive person
Experience in a small but quickly growing company is highly desired
Advanced skills with Microsoft products, including Outlook, Word, Excel, PowerPoint, etc.
Extremely flexible – comfortably adapts to constantly changing circumstances, yet maintains extremely high levels of quality and superb attention to detail
Excellent team player with strong interpersonal skills who collaborates effectively with all levels of staff, both internal and external, including domestic and international customers and partners
Articulate, with excellent written and verbal communication skills
Self-starter with demonstrated ability to independently execute tasks, multi-task and balance daily activities with managing assignments to completion
Proven track record of good judgment, discretion, and uncompromising standards of quality, integrity, and performance
High-energy, experienced person who is comfortable in a dynamic operating environment and must be available to work extended hours as needed
Demonstrated success booking and/or managing travel
Accredited Associate’s Degree in Business or another relevant area is strongly preferred, but not required
Employment will be contingent on clearing a drug screen and background check. Both must clear prior to start date.
11832 Fishing Point Drive, Suite 100
Newport News, VA 23606
Phone: (757) 595-0005 x261 or (877) 244-5418 x261
Candidates responding to this posting must currently possess the eligibility to work in the United States. No third parties please.
Employment will be contingent on candidate clearing pre-employment drug screen and background check.
Chipton-Ross provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy), age, disability, sexual orientation, gender identity and/or expression, protected veteran status, genetic information, or any other characteristic protected by Federal, State or local law. This policy governs all areas of employment at Chipton-Ross, including recruiting, hiring, training, assignment, promotions, compensation, benefits, discipline, and terminations.