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Electronic Systems is seeking a highly organized and skilled Functional Support Specialist to provide administrative support to our Vice President of Communications. The successful candidate will be responsible for managing the Vice President's schedule, coordinating travel arrangements, preparing correspondence, and providing general administrative assistance. The Functional Support Specialist will serve as a key liaison between the Vice President, internal stakeholders, and external partners, ensuring seamless communication and efficient operations.
Job Responsibility:
Manage the Vice President's calendar, scheduling appointments, meetings, and events as needed
Coordinate travel arrangements, itineraries, and expense reports for the VP and his/her direct reports
Coordinate office and hotel booking at NH sites for VP and direct reports.
Coordinate and manage team meetings/gatherings (strategy sessions/team all-hands, etc.), including agenda preparation, materials distribution, notes taking, and action item tracking.
Event coordination for Communications-planned events (ex. Leadership meetings, Communications Conference, etc.) including but not limited to travel arrangements, catering and meals arrangements, technology set-up, etc. Travel to events for oversight may be required.
Prepare and edit correspondence, reports, presentations, and other documents as required. Maintain accurate and up-to-date records and files.
Management of sports ticket employee recognition program (Ticket payments, ticket distribution, training of other admins, audit requirements, etc.)
Management of functional subscriptions and common technology purchases (professional development associations, media publication tracking, etc.)
Management of computer purchases and team hardware allocations.
Track and monitor annual external industry award opportunities. Coordinate with the VP and direct reports for submissions.
Support new vendor setup and payment processing through procurement systems.
Manage the function’s employee recognition programs (e.g., birthdays, milestones, awards.)
Serve as a primary point of contact for internal stakeholders, external partners, and vendors
Respond to phone calls, emails, and messages in a timely and professional manner
Coordinate meetings, events, and projects with various teams and stakeholders
Assist with special projects, such as event planning, research, and data analysis
Manage multiple projects simultaneously
Develop and maintain spreadsheets, databases, and other tools to support the Vice President's work
Develop and maintain efficient systems and processes to improve team operations
Build and maintain strong relationships with executives, assistances, and stakeholders across the organization
Maintain confidentiality and handle sensitive information with discretion
Ensure compliance with company policies and procedures
Requirements:
+ years of experience as a Functional Support Specialist or similar role, preferably supporting a senior-level executive
Excellent organizational, time management, and communication skills
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and M365 Teams
Strong attention to detail and ability to prioritize tasks effectively
Ability to maintain confidentiality and handle sensitive information
Contributes to a positive team culture through professionalism, adaptability and a collaborative spirit
Strong problem-solving and analytical skills
Nice to have:
Experience in the communications or public relations field