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Administrator -Committee Support Specialist

Piscataway, NY 08854

Posted: 05/19/2023 Employment Type: Contract Industry: Business Support Administrator Job Number: 40221 Pay Rate: 35.00

Job Description

Administrator - Programs Support Specialist  
The Temporary Administrator is primarily responsible for all administrative and travel-related functions associated with the daily management of the executive officer’s office. Will be responsible for the development and execution of required projects and coordinating the workflows for programs, projects, and services across the areas of focus, and tasks related to project management, volunteer committee functions, and event support. The role reports to the Senior Director, Corporate Activities and manages no direct reports, but may be responsible for coordinating project temporary/contract employees. This position works under minimal supervision, with the authority to make routine decisions and, within parameters, commit funds related for travel- and governance-related budgets.

Key Responsibilities
  • Planning meetings and prioritizing calendar requests and maintaining multiple calendars and schedules for the divisional executives.
  • Coordinating special events and meetings and responsible for creating and maintaining associated budget(s), tracking, and facilitating completion of project action items.
  • Researching and solving problems/issues with travel arrangements and managing all flights, hotel, and transportation requirements for the Presidents, and assist with the same for the Executive Director and the Staff Executive when needed.
  • Responsible for the travel profiles and all travel documents (passports & visas) when needed.
  • Crisis mitigation efforts (i.e. cancelled flights, natural disasters on flight path, terrorist attacks, etc.) performed on an as-needed basis, but frequently involving 24/7 availability.
  • Researching and coordinating information pertinent to the region or country of travel when needed.
  • Solely responsible for all expense reporting and annual budgeting and forecasting efforts as well as monitoring and analysis of individual budgets throughout the year and maintaining tracking records of same.
  • Handling ad hoc assignments and special projects as requested  
  • Understanding project requirements following established standards and best practices; proactively research and self-identify content topics and collaborating with staff and volunteer subject matter experts.
  • Keeping up to date on current travel system software, keeping abreast of all updates and enhancements.
  • Keeping updated on current expense reporting and remote meeting planning software and keeping abreast of all updates and enhancements.
  • Preparing agendas and minutes; at times will be required to review and provide research and guidance and compile key information and prepare draft reports and presentations of the information for varied audiences.
  • With little or no supervision, must be able to solve problems and respond to volunteer/members and staff inquires.
  • Must be able to balance multiple priorities simultaneously while under pressure, and complete projects on time under tight time frames.
Qualifications  Education
  • Bachelor's degree or equivalent experience
Work Experience
  • Required 4-7 years Industry or association experience, meeting planning and/or corporate travel, preferably in a global organization.
Skills and Requirements
  • Self-motivated and energetic with Outstanding verbal and written (formal and informal) communications skills.
  • Excellent interpersonal skills including the ability to work well with all levels of volunteers and staff across the organization in a professional, proactive and effective manner; must be diligent in resolving issues.
  • Proven project coordination experience: ability to work independently to evaluate and act on project options.
  • Organization and flexibility are important with the ability to manage multiple priorities, meet deadlines and work effectively as part of a team during times of intense demand.
  • Strong attention to detail.
  • Often works with confidential or sensitive information-- professionalism, discretion and judgment required. +
  • Working knowledge of the Apollo or Sabre system a plus
  • Proficiency in Microsoft Office (Word, Excel, Power Point) and Google environment (Gmail Google Drive, etc.); Must be able to conduct web-based information search and retrieval. Must be familiar with telephone conferencing and webinar system use and assisting with online meeting hosting best practices and expense reporting systems.
targeted $35/hr pay

Meet Your Recruiter

William Romano

Bill is a Recruiting Manager with Panther Professional team. He has extensive experience working with and the recruitment of a large array of professionals including contract accounting, finance and bookkeeping professionals. Panther's Professional division can help you find the talent you need!

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