Administrative Specialist

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Job Description

Job Title:  Administrative Specialist
Location: Deerfield Beach, FL (Hybrid Onsite 3 days/week)
Work Authorization: USC/GC Holder preferred
Job Type: 12-Month Contract

Job Responsibilities:
• Provide advanced, diversified, and confidential administrative support for the VP, AVP, Director, and team within the business unit’s IT team.
• Support and assist with managing program documentation.
• Manage several active calendars of appointments and meetings; arrange meetings and department functions including special events.
• Manage Meeting Agendas and assist in PI Planning
• Handle travel arrangements (air, hotel and rental car) for Director, Management, Associates, as requested.
• Responsible for multiple accounting functions including Invoice Accrual and Financial Spreadsheet Maintenance.
• Greet visitors and coordinate vendor needs as requested.

Job Requirements:
• 1-3 years work experience working in a support or administrative role in a fast paced environment required.
• Working knowledge of Microsoft Office 365 to include Word, Excel, PowerPoint and Outlook, Teams or other web-meeting applications, with the aptitude to learn and operate database-type programs.
• Proficient in drafting correspondence, proofreading and maintaining an organized system for filing correspondence, documents and records.
• Working knowledge of Accounts Payable functions, including processing, verifying, coding and reconciling invoices, including P-Card charges.
•Previous event planning experience preferred.
• Must be able to maintain high level of confidentiality.

Our ideal candidate will:
• Enjoy being a team player and have strong time management skills and the ability to successfully handle multiple priorities by demonstrating initiative and follow-through on assignments.
• Be process improvement driven, open to learning new systems and applications.
• Demonstrate sound judgment and ability to handle issues diplomatically.
• Exhibit excellent phone/email etiquette, professional demeanor, and ability to screen phone calls and emails effectively.
• Maintain a flexible schedule to assist others and adapt to changing priorities, able to work overtime when needed due to business needs.

Employment Eligibility: Gravity cannot transfer nor sponsor a work visa for this position. Applicants must be eligible to work in the U.S. for any employer directly (we are not open to contract or “corp to corp” agreements).

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