Administrative Services Specialist

ADMINISTRATIVE SERVICES SPECIALIST RESUME EXAMPLE

Updated:
Jun 20, 2025 - The Administrative Services Specialist assists with sales, finance, and service team administrative tasks, including order forms, invoicing, and scheduling. Provides reports on team capacity, coordinates meetings, and supports data entry and record management. Serves as a liaison for departmental tasks, ensures project deadlines are met, and supports onboarding and HR-related administrative duties.

Job Summary:

• Creating and monitoring purchase requisitions, ePayment requests and Request for Contract (RFC) submissions for license renewals
• Project management and monitoring of project timelines
• Maintaining and monitoring budget
• Monitoring budget status and providing reports People Soft Financials and Pulse BI
• Creating and securing approvals for forms required to compensate participants for projects and deliverables, and ensuring faculty, staff and students are paid promptly
• Administrative duties that include scheduling meetings, responding to voicemails and emails, preparing meeting agendas, meeting materials and taking meeting minutes, etc.
• Drafts and types a variety of business documents, including letters, memos, contracts, etc.
• Reviewing, proofing, and validating data within word documents and spreadsheets
• Manage department file repositories to ensure relevant shared files are properly posted and accessible to others
• Coordinate all travel details, domestic and international and including Visa processing

Skills on Resume:

• Purchase Management (Hard Skills)
• Project Management (Hard Skills)
• Budget Monitoring (Hard Skills)
• Document Drafting (Hard Skills)
• Data Validation (Hard Skills)
• Meeting Coordination (Soft Skills)
• Travel Coordination (Hard Skills)

Job Summary:

• Independently manage day-to-day administrative activities of assigned Executives, ensuring an efficient and effective response to assigned duties and requests, tailoring the approach to the unique needs and goals of each Executive
• Anticipate the needs of Executives and provide operational and administrative support to help maximize the effectiveness of the Executive Team, including critical thinking around calendar logistics, managing to-do lists and the follow-up of action items, protecting time to allow for the Executives to focus on key priorities
• Independently manage intensive calendar coordination for multiple Executives, leveraging an understanding of organizational and individual priorities and needs
• Represent assigned leadership team members to external stakeholders and serve as the first point of contact for them, responding to complex inquiries requiring an advanced understanding of work and its impact on, and a deep understanding of policies and procedures
• Act as an onsite facilitator for client meetings and team meetings for the executive team members that support including A/V support, room reservations, catering, and general event execution and all related meeting logistics, set up/break down of space, and attending and coordinating follow-up actions
• Support the Office Team in coordination and execution of internal company events including staff meetings, team building events, social events, trivia nights, Halloran Hangouts, new hire receptions and home-based days
• Manage end-to-end travel process, including expense reports for assigned Executives
• Compose and edit internal and external routine correspondence and documents, including emails, meeting minutes, memorandums, and other key documents
• Identify opportunities for process change or improvements in all aspects of the role, and potentially the aspects of the Administrative Services team as a whole
• Execute on identified areas for improvement, aligning resources, developing improved processes, and communicating changes to relevant stakeholders
• Partner with internal Halloran team members (up, down, and across the organization) to ensure success of company goals and initiatives and to ensure the satisfaction and success of all employees
• Handle sensitive information with the highest level of confidentiality, judgment, and discretion

Skills on Resume:

• Calendar Management (Hard Skills)
• Event Planning (Hard Skills)
• Editing (Hard Skills)
• Expense Reporting (Hard Skills)
• Representation (Soft Skills)
• Proactivity (Soft Skills)
• Discretion (Soft Skills)

Job Summary:

• Assist with sales admin such as the creation of Order Forms to process approved sales requests or managing demo site requests
• Assist with finance admin such as generating invoices and following up with customer account receivable teams
• Assist with service team admin such as scheduling incoming projects and customer requests
• Provide periodic reports on administrative tasks and team capacity to senior team members
• Coordinate meetings and take meeting minutes
• Assist with other general data entry and record management duties
• Acts as coordinator for departmental tasks to ensure project deadlines are met.
• Serves as administrative liaison with others within and…