Senior Administrative Specialist

Aston Carter•Baltimore, MD

5h•Hybrid

About The Position

The Sr Administrative Specialist provides high-level administrative support by overseeing general office operations, coordinating documentation and records, and supporting leadership with scheduling, meeting preparation, and communication. This role supervises day-to-day office activities, ensures the accuracy and completeness of corporate documents, and helps maintain efficient workflows across the organization.

Requirements

3–5+ years of relevant administrative or office support experience.
Strong administrative assistance and administrative support skills.
Proficiency in calendar management, including scheduling complex meetings and resolving conflicts.
Experience with travel coordination and related logistics.
Ability to supervise general office duties such as ordering supplies and maintaining records management systems.
Ability to review and approve invoices, reports, memos, letters, and financial statements with attention to detail.
Skill in reading and analyzing memos, submissions, and reports to determine significance and appropriate distribution.
Strong organizational and time management skills with the ability to manage multiple priorities.
High school diploma or GED.

Nice To Haves

Experience maintaining structured records management systems.
Familiarity with basic bookkeeping practices.
Ability to prepare clear and organized agendas and meeting materials.
Strong written and verbal communication skills for preparing and reviewing professional documents.
Comfort working in a fast-paced environment with changing priorities.
Demonstrated ability to work both independently and collaboratively with various teams and stakeholders.

Responsibilities

Supervise general office duties, including ordering supplies, maintaining records management systems, and performing basic bookkeeping tasks.
Review and approve invoices, reports, memos, letters, financial statements, and other business documents for accuracy and completeness.
Review and approve corporate documents, records, and reports to ensure compliance with internal standards and procedures.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan appropriate distribution.
Prepare agendas and supporting materials for committee, board, and other meetings.
Make logistical arrangements for meetings, including scheduling, room reservations, and coordination of required resources.
Provide administrative assistance and support to leadership, helping to streamline communication and office workflows.
Manage calendars to coordinate meetings, appointments, and events for assigned leaders or teams.
Coordinate travel arrangements, including transportation, lodging, and related logistics, as needed.