Administrative Support Specialist

Job Summary

We are seeking a highly organized, professional, and service-driven Administrative Support Specialist to serve as a key point of contact for clients, partners, and company leadership. This role goes beyond traditional front-desk responsibilities by providing direct administrative and operational support to executives while helping ensure a smooth and polished client experience.

In this position, you will be the backbone of daily office operations—balancing customer service, administrative coordination, executive support, and office management. The ideal candidate is proactive, detail-oriented, and comfortable multitasking in a fast-paced environment while maintaining professionalism and confidentiality.

Key Responsibilities

• Provide professional customer and partner service via phone, online, and in person
• Serve as a primary point of contact for incoming inquiries and requests
• Greet visitors, check in clients and vehicles, and coordinate next steps
• Maintain detailed client records and strict confidentiality
• Ensure a welcoming, organized, and professional front-office experience
• Assist with processing client requests and account services

Executive & Administrative Support

• Manage and coordinate executive calendars using Microsoft Outlook and Google Workspace
• Schedule meetings, appointments, and events with accuracy and attention to detail
• Provide administrative support to leadership including drafting correspondence, proofreading documents, and preparing internal documentation
• Assist executives and managers with follow-ups, coordination, and special projects
• Communicate promptly with management regarding errors, issues, or process gaps
• Maintain records, meeting notes, and internal documentation

Office & Operational Support

• Coordinate projects, meetings, and internal events from planning through execution
• Perform data entry, filing, and document organization to maintain accurate records
• Assist with bookkeeping tasks such as invoicing, expense tracking, and account reconciliation using QuickBooks or similar systems
• Manage office supplies inventory and assist with general office organization
• Support light office upkeep coordination and maintain efficient office systems
• Assist with cross-department coordination when needed

Qualifications

• Self-motivated, organized, and detail-oriented
• Positive, professional, and service-minded attitude
• Strong written and verbal communication skills
• Ability to multitask and prioritize in a fast-paced environment
• Resourceful problem solver with strong follow-through
• Engaged, polished, and professional presence
• Strong typing, proofreading, and documentation skills
• Proficiency in Microsoft Office Suite and Google Workspace
• Basic mathematical and data entry skills

Preferred Experience

• Prior administrative, executive support, or customer service experience
• Experience with multi-line phone systems and front desk operations
• Familiarity with QuickBooks or similar bookkeeping software
• Experience supporting executives or working as a personal assistant
• Knowledge of office management practices including filing systems and inventory management

Pay: From $16.00 per hour

Benefits:

• Employee discount
• Paid time off

Ability to Commute:

• Lafayette, IN 47909 (Required)

Work Location: In person