Administrative Support Specialist

Process Focus.  Excellence.  Dynamic.  Fluid.  Fun.  Evolutionary.   Integrity.  Openness.  Teamwork.

You have one to two years’ experience in an office/administrative role. You love being the go-to person and being appreciated for your elevated organizational skills.  Multi-tasking you say?  Why, it’s your middle name!   

You thrive on a variety of tasks, whether it be handling the front desk, telephones, arranging events, organizing and maintaining meeting rooms, or assisting other departments; this is where you shine.   You don’t need to be told what to do, you naturally anticipate what the team needs.  You can jump in wherever assistance is needed.

If this describes you, you will want to keep reading.  We are seeking an energetic, highly organized, multi-tasking Administrative Support Specialist.

What type of team would you like to join?

Naviant’s people are bright, innovative, and highly adaptive, upbeat professionals who share a common desire to excel, and a commitment to provide a level of service and support that our customers look forward to experiencing.   If this sounds like the type of team you’d like to join, read on to learn more about our Administrative Support Specialist opportunity.

What will you do as an Administrative Support Specialist?

  • Greet clients and provide onsite hospitality to all visitors to the office from the time they enter the door until they leave.
  • Prepare for onsite guests in advance utilizing Outlook calendaring and OnBase workflow requests.
  • Answer incoming phone calls and help to guide the caller to provide the best call experience possible.
  • Ready mail and take it out to mailbox when available during scheduled shift.
  • Process mail including sorting, delivering and scanning checks for daily deposit when available during scheduled shift.
  • Maintain the look and feel of the building (primarily breakrooms, shared areas and meeting spaces).
  • Provide support to other administrative team members upon request.
  • Order and maintain compliance postings.
  • Maintain breakroom displays with corporate company information.
  • Maintain and publish corporate directories.
  • Celebrate employee life milestones and facilitate corporate gifts appropriately.
  • Assist in planning annual dinner event.
  • Maintain knowledge share schedule and coordinate content.
  • Maintain, update, and distribute monthly goals dashboard.
  • Support the Human Resources department.

How will you support the HR Department as an Administrative Support Specialist?

Recruiting

  • Post jobs on job boards for individual requisitions
  • Create requisition posting on company website
  • Post identified requisitions on social media
  • Keep evergreen positions posted on identified job boards
  • Match candidates to Culture Index and upload matching documents into OnBase
  • Setup phone and onsite interviews
  • Help with onboarding new hires (quarterly check-in form setup, scheduling first day activities, etc.)
  • Manage Glassdoor account, promotions and updates

Retention

  • Take pictures at company events and post on Facebook
  • Create and distribute Naviant News
  • Help plan and execute philanthropy events (2nd Harvest, Boys & Girls Club, etc.)
  • Help plan and execute Quarterly Sprint activities (Lunch N Learns, Steps Challenge, etc.)
  • Help plan and execute Employee Engagement events (Mallards game, Hockey games, etc.)
  • Execute and maintain company store
  • Follow up on DKT Acknowledgements
  • Make cookies and keep fruit stocked in breakrooms
  • Order gifts for celebrations and sympathies.
  • Maintain employee list of birthday and anniversary’s and facilitate appropriate celebrations and communication to executive team
  • Maintain ADP for appropriate employee engagement communication

Your Capabilities as an Administrative Support Specialist?

  • Highly detail oriented with excellent organizational skills
  • Highly detail oriented with excellent organizational skills
  • Ability to interact with individuals at all levels of the organization in a friendly, professional and hospitable manner
  • Ability to multi-task on a variety of projects
  • Ability to identify, prioritize and meet deadlines
  • Rapid responsiveness to all inquiries both internally and externally
  • Consistently demonstrate the flexibility to respond to changing situations and needs
  • Fast learner who proactively seeks out opportunities rather than waiting to be asked
  • Team player with the ability to collaboratively accomplish goals
  • Strong customer focus, both internally and externally
  • Excellent verbal and written communication skills
  • High degree of self-motivation and energy
  • Must be reliable with good attendance and a punctual record

What you will bring to the Administrative Support Specialist position;

  • High School Diploma/Equivalent or Associate Degree
  • One to two years’ experience in a professional or office setting
  • Proficient in Microsoft Office Suite; Word, Excel, PowerPoint, etc.
  • Proficient in Social Media platforms

You will enjoy working in a culture with a unique approach to our employee experience.

We understand the needs of candidates who desire discretion in the handling of their candidacy.  If you desire confidentiality, please feel free to reach out to me directly at tshields@naviant.com to discuss this Administrative Support Specialist position.

 

 

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