Administrative Specialist

Job Title: Administrative Specialist Monthly Pay: $4,209 - $5,664 USD per month Summary: Accurate handoffs, complete notes, and timely follow-up are the standards that guide this Administrative Specialist role. This contract position supports the Administrative team by organizing incoming requests, maintaining calendars, coordinating meetings, and keeping task information current so colleagues can act with confidence. Working under an administrative team lead, the specialist partners with department coordinators, managers, and external contacts to clarify details and move requests forward. This fully remote, work from home position is located in New York, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary. Success comes from careful review, clear updates, and dependable coordination across each request. Job Responsibilities: Receive administrative requests through shared email, calendar invitations, task queues, and phone messages, then sort them by urgency and purpose. Review request details for complete contact information, requested dates, meeting needs, and next actions before beginning coordination. Enter request status, key details, and concise progress notes in a project management tool such as Wrike. Maintain calendars, schedule meetings, send invitations, and identify conflicts using a scheduling and calendar tool such as Acuity Scheduling. Prepare meeting materials, summaries, and formatted updates using a PDF editing tool such as Adobe Acrobat and a desktop publishing tool such as Microsoft Publisher. Update trackers and organize task details in a spreadsheets and data entry tool such as LibreOffice Calc. Submit routine expense details through an expense management system such as SAP Concur and route questions to the appropriate administrative contact. Follow up with requesters, coordinators, or managers when details are missing, dates change, or approvals remain outstanding. Escalate urgent scheduling conflicts, incomplete requests, or repeated delays to the administrative team lead with clear notes. Meet quality standards through accurate entries, prompt turnaround, complete notes, and consistent follow-up on assigned requests. Qualifications: High school diploma or equivalent. About 1-2 years preferred in administrative coordination, office support, scheduling, or a related desk-based role. Working knowledge of coordinating calendars, meetings, routine requests, task updates, and professional correspondence. Familiarity with a project management tool such as Wrike, a scheduling and calendar tool such as Acuity Scheduling, and a spreadsheets and data entry tool such as LibreOffice Calc. Ability to prepare clear materials using a PDF editing tool such as Adobe Acrobat and a desktop publishing tool such as Microsoft Publisher. Comfort using an expense management system such as SAP Concur to organize routine expense details. Strong written and verbal communication for confirming details, providing status updates, and escalating concerns professionally. Reliable computer, high-speed internet, and quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times. Authorization to work in the United States. Perks & Benefits: Fully remote work from a dedicated home workspace in New York, United States. Structured onboarding and training on Wrike, Acuity Scheduling, LibreOffice Calc, Adobe Acrobat, Microsoft Publisher, and SAP Concur. Regular check-ins with the administrative team lead to review priorities, questions, and progress. Opportunity to build skills in calendar coordination, meeting support, task tracking, and professional correspondence. Health coverage, paid leave, a 401(k), maternity leave, and bonus opportunities.