Administrative Specialist/ Executive Administrative Support

Job Description

Job DescriptionDescription:

Department: Staffing

Job Status: Full-time Employment (FTE)

FLSA Status: Non-Exempt / Hourly

Reports To: Chief Administrative Officer

Grade/Pay: Current Pay or DOQ

Benefits: Health, Dental, Life, 401K

Work Schedule: M-F Dayshift + some evenings

Location: Hayward, WI

Posting Date: 11/24/25

Closing Date: Until Filled

The Administrative Specialist provides detail-oriented comprehensive administrative and executive support to ensure efficient office operations and assist executive leadership. This role handles confidential and time-sensitive material, manages office supplies, processing mail and payments, supports managers and employees through organizational and communication tasks, and ensures high-quality, timely completion of administrative duties. Strong communication skills and proficiency in MS Office are essential.

ESSENTIAL FUNCTIONS

• Deliver a full range of administrative and executive support services tailored to organizational needs.
• Assist Executive Management with project objectives, scheduling, and meeting coordination.
• Prepare reports, presentations, and correspondence for executive review.
• Manage office equipment and supply inventory.
• Process daily mail, check handling, and customer payment deposits.
• Scan and maintain electronic files per company procedures.
• Answer and route calls using modern phone systems (VoIP), e-fax, and scanners.
• Sort incoming and outgoing mail/deliveries.
• Coordinate and/or assist with travel arrangements and maintain calendars for executives.
• Perform special projects as assigned by the Executive Team.
• Collaborate with other departments as needed.
• Travel locally for mail pickup and business needs.
• Perform other duties as required.

Requirements:

POSITION QUALIFICATIONS

Competencies:

• Attention to detail and accuracy
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Strong interpersonal and communication skills
• Time management and organizational skills
• Customer service orientation
• Decision-making and compliance awareness
• Ability to analyze and verify data
• Positive attitude and reliability

Education:

• High School Diploma or GED (minimum requirement), bachelor’s degree preferred

Other Requirements:

• Ability to type 50 WPM
• Proficient in internet and cloud-based storage
• Excellent verbal and written communication
• Ability to multitask and work independently or as part of a team
• Must be able to sit for extended periods and occasionally lift up to 50 lbs
• Local travel required; must have reliable transportation daily, and maintain a valid driver’s license
• US Citizen
• Hayward Area, onsite position only
• Perform other duties as assigned