Senior Administrative Specialist

https://www.optechus.com/eeo_self_identification/

The Senior Administrative Specialist provides high-level administrative support to multiple leaders and a large organization of approximately 100 employees. This role independently manages complex schedules, meetings, events, travel, documentation, expense reporting, and day-to-day administrative activities while serving as a trusted point of contact for leaders, employees, and internal and external stakeholders.
The role also serves as a key resource for digital tools and document management, supporting SharePoint, electronic document systems, collaboration platforms, and basic technology needs. The ideal candidate is highly organized, proactive, resourceful, adaptable, and comfortable managing multiple priorities with limited supervision.
Key Responsibilities

• Provide proactive administrative support to multiple leaders, teams, and operational groups.

• Manage complex calendars, meetings, conference rooms, events, visitors, and related logistics.

• Coordinate domestic and international travel, including detailed itineraries and time-zone considerations.

• Coordinate department events, special projects, and leadership activities from planning through completion.

• Prepare meeting notes, summaries, and action items and follow up as needed.

• Handle sensitive and confidential information with a high degree of discretion.

• Serve as an administrative point of contact and establish strong relationships across teams, leadership, and internal/external stakeholders.

• Manage TER reporting and review/approve expenses on behalf of supported leaders, ensuring compliance with company policies.

• Support purchasing activities, office supplies, tablets, chargers, and other administrative equipment.

• Provide basic assistance with everyday technology, connectivity, and collaboration-tool issues and escalate technical issues when appropriate.

• Support SharePoint sites, digital documentation, electronic document management systems, and digital transformation initiatives.

• Develop, maintain, and optimize electronic and hardcopy document management processes in accordance with DMS best practices.

• Coordinate the document lifecycle, including development, organization, ownership, reviews, updates, and archiving across applicable repositories.

• Administer document access and File share security and support Management of Change (MOC) document reviews.

• Communicate document management updates, guidelines, and best practices to employees and teams.

• Partner with document management coordinators and section owners to maintain compliance and document accuracy.

• Serve as a resource for Microsoft Office, company systems, collaboration tools, and other digital applications.

• May supervise administrative employees or delegate work to administrative and office support staff.

• Promote a positive, inclusive, collaborative, and safety-focused work environment.

Required Qualifications

• Administrative support experience, preferably supporting multiple leaders or a large organization.

• Strong organizational, time-management, communication, and relationship-building skills.

• Ability to manage multiple priorities, meet tight deadlines, and adapt quickly to changing business needs.

• Demonstrated ability to work independently with limited supervision and exercise sound judgment.

• Strong attention to detail and a proactive, self-motivated approach to problem solving.

• Ability to handle confidential and sensitive information with discretion.

• Proficiency with Microsoft Office and other business software applications.

• Comfortable working in a digital environment and learning new systems and technologies.

Preferred Qualifications

• Experience supporting large teams, leadership groups, or complex organizations.

• Strong SharePoint experience.

• Experience with SAP and/or Power BI.

• Experience with electronic document management systems and digital transformation initiatives.

• Experience mentoring, coaching, supervising, or delegating work to administrative staff.

• Familiarity with expense reporting, purchasing, and business administration processes.

Key Attributes

• Proactive, resourceful, and results oriented.

• Excellent communication and interpersonal skills.

• Strong leadership and relationship-building capabilities.

• Adaptable and comfortable embracing change.

• Trusted with confidential information and capable of making appropriate decisions independently.

• Collaborative team player with a strong commitment to safety, quality, and organizational goals.

G-Tech is a woman-owned company that values your ideas, encourages your growth, and always has your back. When you work at OpTech, not only do you get health and dental benefits, but you also have training opportunities, flexible/remote work options, growth opportunities, 401K and competitive pay. Apply today! 

G-Tech is an Equal Opportunity Employer (EOE), all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.