Senior Administrative Support Specialist
ACT, Inc

Job Info

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Overview

We are seeking a Senior Administrative Support Specialist with at least 5 years of progressively responsible administrative or office management experience to help us fulfill our mission of helping people achieve education and workplace success.

The Senior Administrative Support Specialist is a trusted partner with business leaders and their teams with responsibility for organizing, prioritizing and completing a high volume of complex logistical and administrative activities across various departments and providing support to all levels within the organization. This position is part of the Administrative Leadership Team, working closely with and providing back up for other administrative support members.

Position is based at the ACT Headquarters in Iowa City, Iowa with flexibility to either work 100% on-site or hybrid with at least three (3) days/week on-site. Standard schedule is 7.5 hours per day, Monday through Friday with flexibility to provide support as needed outside of core hours.

What you will be working on:

• Provide scheduling support for meetings, events, and travel arrangements, by getting ahead of planning well in advance, responding in the moment to needed changes and proactively resolving scheduling conflicts that can reduce productivity of the team
• Serve as a point of contact and provide guidance on administrative processes and activities for leaders and team members the position supports by quickly analyzing, identifying and directing them to appropriate resources to resolve related issues or questions
• Coordinate and execute on the administrative processes for onboarding/offboarding/transferring activities for team members and contractors, with an emphasis on contributing to the best team member experience possible
• Coordinate, reconcile, and execute invoices, billing management, and contracts for the assigned departments with an eye to speedy processing
• Place orders for office supplies, training and meeting materials, and routinely verify inventory is on hand to meet the department' s needs
• Create, monitor, update and maintain SharePoint sites so that available information is accurate and promptly available
• Prepare reports, correspondence, presentation materials and PowerPoint slides with attention to style and expectations of the leader requesting the work
• Proactively develop, document, implement, maintain and communicate administrative processes and procedural changes
• Identify, participate in, and sometimes lead administrative projects following the Quality Management System process and serving as a QAN Ambassador, including continuous improvement of administrative processes

This could be the job for you if you have (minimum requirements):

• A minimum of 5 years of progressively responsible administrative or office management experience that includes providing support for a large team, exercising discretion, prioritizing and managing projects
• Experience handling executive level administrative responsibilities
• Solid skills using office productivity tools, preferably with Microsoft Office Word, Outlook, Excel, PowerPoint and SharePoint
• Maintain a high level of confidentiality, quality, and security regarding corporate and personnel information and documents
• Collaboration - work effectively with multiple leaders and individuals inside and outside the organization; ability to work independently and as part of a team
• Communication - ability to communicate effectively and tactfully across all levels in the organization and interpret instructions that come from a variety of sources
• Decision making - acts decisively with sound judgement; uses data to analyze options and determine logical solutions; capability for organizing work and maintaining a high degree of attention to detail
• Optimization - ability to apply continuous improvement to existing processes and programs; leverage technology to create efficiencies and share with others
• Change management - ability to manage and quickly adapt to changes and navigate changing work and priorities positively in an environment experiencing change at a fast pace
• Initiative - uses self-starter approach, ability to multi-task, proactively anticipates and acts on information and details needed, completes tasks with little to no direction
• Self-development - remains current in area of expertise, seeks opportunities to expand and grow skills; interest in soliciting and accepting feedback on performance
• Accountability - takes responsibility and follows through on commitments; acknowledges and learns from mistakes without blaming others; recognizes the impact of one's behavior
• High school diploma or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired

It's a plus if you have:

• SharePoint experience

Your Work Makes a Difference

ACT team members are part of an organization dedicated to an important mission: Helping people achieve education and workplace success.

Everything we do contributes to this mission, including team member events, professional development resources, community outreach opportunities and solid benefit offerings. Helping team members achieve education and workplace success of their own advances the ACT mission on a daily basis.

You will be joining a team that strives to provide quality, efficient and effective administrative support for leaders and departments across the organization, while also providing a strong support system and sense of community for our team.

About ACT

When ACT was founded in 1959, it disrupted the assessment industry with a new approach to helping students better understand their readiness so they could take steps to improve it. By leveraging our expertise and authority in assessment and research, we will again disrupt the industry-helping more people learn, better measure their progress, and improve their navigation through life's transitions.

More than ever before, ACT is fulfilling its mission of helping people achieve education and workplace success. We're doing it by pushing the boundaries of learning innovation through the work of our people, who we call team members because we're all in this together.

We know transformation does not come without challenge. That's why ACT invests in a variety of experiences for team members to strengthen their connections, explore ideas, learn from customers, and celebrate success.

Learn more about working at ACT at act.org!

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