Position description
CeLeen, an operating firm of Command Holdings, is seeking a highly organized and detail-oriented Administrative and Operations Specialist to provide comprehensive operational and administrative support across various teams. The ideal candidate will ensure smooth day-to-day operations, assist leadership with scheduling, and manage key administrative tasks, including event coordination. This role requires flexibility, excellent communication skills, and the ability to work effectively in a fast-paced environment.
This position is contingent on vacancy.
Multiple positions may be hired from this announcement.
Responsibilities may include, but are not limited to:
Executive Support:
- Manage multiple calendars, including scheduling, deconflicting, and rescheduling meetings.
- Provide logistical support, such as preparing agendas, tracking action items, and coordinating travel arrangements.
- Respond to phone and email inquiries and prepare materials for meetings.
- Ensure confidentiality and handle sensitive information with discretion.
Administrative Support:
- Facilitate meetings by preparing agendas, taking notes, and tracking action items.
- Support onboarding and offboarding processes for new and transitioning staff.
- Maintain and update organizational charts, listservs, and shared drives.
- Assist in managing meeting spaces and resources for the team.
Meeting and Event Coordination:
- Coordinate and schedule meetings, conferences, and events across all locations.
- Ensure meetings are equipped with necessary technology and troubleshoot any technical issues.
- Prepare and distribute meeting agendas and materials, and capture meeting minutes and follow-up action items.
- Set up and maintain meeting spaces to ensure functionality and proper equipment.
Budget Management:
- Assist with managing division budgets, including financial reporting and reconciliation.
- Process financial transactions, monitor expenses, and assist with budget planning and decision-making.
Travel and Logistics:
- Coordinate travel arrangements, including flights, accommodations, transportation, and visa requirements.
- Support travel logistics for official visitors and staff as needed.
Document Management:
- Maintain and update electronic tracking documents and filing systems.
- Create, edit, and format reports, presentations, and other documents.
- Distribute relevant materials, such as meeting minutes and newsletters, to staff.
Operational Support:
- Provide guidance on administrative processes and support services.
- Evaluate and improve operational procedures for greater efficiency.
- Mentor and train new staff on administrative processes.
- Backstop other administrative staff as necessary.
Expected salary range: $62,000 - $72,000
Work Environment:
- Moderate noise (i.e. business office with computers, phone and printers) and /or occasional Loud noise (airfield, large equipment).
- Ability to sit at a computer terminal for an extended period of time.
- Ability to work in confined areas.
Physical Demands:
- While performing the responsibilities of the job, the employee is required to sit, stand, talk, and hear.
- Employee is often required to sit and use their hands and fingers to operate a computer.
Travel:
Application instructions
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