Administrative Support Specialist

Administrative Support Specialist

We are looking for a highly organized Administrative Support Specialist to provide contract-based support to a non-profit team located in the Greater Philadelphia Region. This contract position focuses on keeping daily administrative and financial activities running smoothly through careful coordination, accurate documentation, and responsive communication. The ideal Administrative Support Specialist candidate brings strong attention to detail, comfort working across multiple priorities, and the ability to support meetings, records, and reporting in a fast-paced environment.

What you get to do every single day:

• Manage expense submissions by reviewing documentation, confirming policy compliance, and routing items for approval.
• Process invoices with accuracy and timeliness while maintaining clear and up-to-date financial records.
• Prepare meeting materials, distribute agendas in advance, and capture important discussion points, decisions, and follow-up actions.
• Monitor meeting flow by tracking time and helping ensure discussions remain organized and productive.
• Review employee time entries, identify inconsistencies, and work with staff to resolve questions before approval.
• Partner with team members to document accomplishments, obstacles, and key insights from ongoing work.
• Support the creation of reports and presentation materials that communicate team progress and results.
• Provide general administrative assistance, including calendar coordination, appointment scheduling, and responsive communication with internal stakeholders.