Senior Administrative Specialist

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

The Senior Project Execution Administrative Assistant provides high-level administrative, operational, and project support to senior leaders and a global engineering organization. This role supports effective communication, accurate documentation, meeting coordination, and timely execution of departmental and project activities. The ideal candidate demonstrates exceptional organization, discretion, judgment, and stakeholder management skills in a fast-paced, global environment.

Key Responsibilities

• Provide comprehensive administrative support to senior leaders, including complex calendar management, scheduling, and executive communications.

• Coordinate leadership, governance, project, training, and departmental meetings; prepare agendas, document minutes, track action items, and ensure timely follow-up.

• Prepare, edit, and format executive presentations, reports, correspondence, announcements, and departmental communications.

• Support project coordination, documentation, reporting, departmental goals, and key initiatives.

• Coordinate domestic and international travel, visitor arrangements, workshops, off-site meetings, and departmental events.

• Manage expense reporting, departmental budgets, office services, supplies, records, and document control in accordance with company policies.

• Maintain information across internal communication and collaboration platforms, including Microsoft Teams and SharePoint.

• Handle confidential company, employee, and project information with professionalism and discretion.

• Identify process improvement opportunities and develop standardized templates, tools, and procedures to improve administrative efficiency.

• Collaborate with global teams and stakeholders across functions and regions, including occasional support outside normal business hours.

• Promote employee engagement, inclusion, and collaboration while supporting accountability and operational excellence.

Required Qualifications and Experience

• Minimum of 10 years of experience in executive administration, business operations, or a related support role serving senior leaders in complex organizations.

• Advanced proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

• Excellent written and verbal communication, presentation development, and facilitation skills.

• Strong organizational, planning, project coordination, and stakeholder management abilities.

• Demonstrated ability to manage competing priorities, meet deadlines, and maintain accuracy and attention to detail.

• Strong analytical, problem-solving, and critical-thinking skills, with sound judgment and the ability to work independently.

• Proven ability to influence stakeholders, coordinate activities, drive accountability, and improve processes.

• Experience supporting global teams across multiple regions, with flexibility to accommodate occasional meetings outside normal business hours.

Preferred Qualifications

• Associate degree or bachelor's degree in business administration or a related field.

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! 

By submitting your application, you acknowledge that recruiting technologies, including AI-assisted tools, may be used to support candidate evaluation, sourcing, matching, and communications.

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.