Salary: $23.86 – $35.79 per hour
Location: Fort Worth, TX
Position Summary:
An Administrative Specialist performs higher-level office support by acting as an executive concierge and first point of contact to guests at the TRWD Administration Building. They must uphold company culture at all times while making guests feel welcomed and valued.
Secondary functions may include, but are not limited to, conducting research as well as providing project and event support. This position will support the Executive Team by submitting staff reimbursements, AP paperwork, serving as procurement card, travel and meeting coordinator.
Functions and Responsibilities:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this position.
Primary Functions and Responsibilities:
- Provide personalized and welcoming customer service for those guests of the TRWD Administrative Building. This includes but is not limited to, research to appropriately personalize greetings and conversations, assist and direct guests, ensure their visit to TRWD is pleasant, professional and engaging
- Demonstrate exemplary customer service and professionalism at all times
- Possess a high level of professionalism in actions and appearance
Secondary Functions and Responsibilities:
- Support the Executive Assistant in the support of the Executive Team, which may include, but is not limited to, travel coordination (obtain approvals, flight, hotel, car rental, conference registration, per diem and expense reimbursement for select staff), procurement card coordination, (track and reconcile receipts, enter data in Maximo) accounts payable and reimbursements, and other various coordination as needed
- Assist with the meeting scheduling and coordinating of the Executive Team
- Cross train select Administrative Staff to provide professional concierge services
- Meeting and event coordination including planning and implementation
- Ability to problem solve and identify opportunities for innovative solutions
- Coordinate assigned special projects which may be on-going or short-term
- Assist and support budget entry and reporting as assigned
- Provide backup support to Administrative Services team as assigned including, but not limited to, answering phones, courier services, and meeting/catering setups
- Maintain familiarity with strategic District levels of service
- Continuous improvement monitoring and innovation efforts
- Perform other duties as required
Required Experience:
- Four (4) years of administrative professional (hospitality or executive) experience plus two (2) years of proficiency in specialized Administrative Support function
- Proficiency in MS Office products such as Word, Excel, and other database applications
- Excellent communication skills including phone and email etiquette
- Must be flexible, personal, positive and cooperative
- Solid work ethic, attention to detail, initiative and resourcefulness
- Must be able to prioritize duties
- Must have welcoming, professional demeanor and appearance
Desired Experience:
- Five (5) or more years of administrative professional (hospitality or executive) experience
- Advanced Excel experience
- SharePoint experience
- Budgeting reporting experience
Required Education/Certification/License:
- Bachelor’s Degree or a High School Diploma/GED plus four (4) additional years of professional hospitality or similar experience
- Valid Texas driver’s license
Desired Education/Certification/License:
- None
Success Factors/Job Competencies:
- Dependability – reliable in attendance, punctuality and trustworthy in word and action
- Detail oriented – conscious effort to focus on impactful specifics
- Organization – plans, implements and follows up on multiple projects and reports
- Initiative – identifies problems, recommends solutions and implements new processes
- Time Management – prioritizes tasks as needed to complete on time
- Comprehension – understands information verbally and in written form
- Writing – compose e-mails, letters, etc. using correct spelling and grammar
- Communication – uses verbal and written tools effectively
- Support – maintains a strong customer service ethic in all interactions
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Physical demands: While performing duties of job, employee is occasionally required to stand, walk, sit, and use hand to finger, handle, or feel objects, tools, or controls, reach with hands and arms, balance, stoop, talk or hear. Employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
- Work environment: While performing the duties of this job, the employee typically resides within an office or cubicle and may have occasional field work that will expose the employee to weather conditions prevalent at the time.
(HR Use Only: Pos # 12)
