Senior Administrative Specialist

Description

Job Summary

This person will be responsible for the full ownership of day to day operations in the office space.

Primary Duties & Responsibilities:

• Arrange travel for workers as requested - including hotels, flights, public transportation, car service, and adding reservations to their calendars.

• Attending monthly Admin calls and aiding other admins as needed.

• Ensuring ProTravel's booking accuracy.

• Coordinate and reserve meeting rooms and requirements (projectors, teleconferencing, etc.) for internal and external meetings as requested.

• Creating and submitting expense reports utilizing Concur and American Express platforms- including receiving, uploading, and filing receipts, filling out necessary fields, finding necessary information, following T&E policy guidelines, and speaking with members when reconciliation is necessary.

• Cross referencing Concur and American Express platforms and accounts to ensure accuracy in expense reports and avoiding late fees.

• Reconcile expenses and late fees.

• Reviewing expense reports on behalf of some LT members, submitted by their subordinates.

• Sending out department wide communications - including piecing together instructions on utilizing various technologies

• Assisting with department meeting planning including coordinating scheduling, gifting, hotel stays, team building events, food and beverage, and more.

• Creating and submitting to AP, Non-PO Payment Forms for Ad Board's.

• Working with IT and HR to update titles and reporting structure in Outlook when there are promotions or new hires.

• Update and send/upload organizational charts when there are terminations, new hires, replacements, and/or promotions.

• Coordinate employee gifts and kudos boards.

• Making restaurant reservations for large parties as requested.

• Utilizing system to manage payments/invoices from outside vendors.

• Utilizing QuickBase to manage contracts from outside vendors.

• Leadership Team members, and the MA department as requested.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent

• Maintaining an inclusive environment through persistent self-reflection

• Building a culture of care, engagement, and recognition with clear outcomes

• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email ~~~ (~~~) for other accommodation options.