Title: Executive Assistant II
Location: REMOTE in Connecticut
Duration: 6 Months
 
The Admin Specialist Program is a scaled administrative team supporting core areas of admin support - calendar, expense, travel - at ratios of up to 6:1. This team remotely supports leaders with the goal of giving time back to allow leaders in the program to focus on their most critical and impactful work.  This is a temporary contract position.
 
Responsibilities

• Core Administrative Support
• Provide remote high-volume complex calendaring, travel, and expense support for multiple leaders
• Learn and utilize internal and external tools to provide calendar support
• Effectively communicate with leaders to learn business priorities and apply to support
• Partner with leaders and other Administrative Assistants for meeting coordination
• Provide proactive time management recommendations to leaders
• Provide short-term coverage in-team as needed if bandwidth allows

 
Basic Qualifications

• 2+ years of experience providing administrative support to 2 or more executives
• 2+ years of experience managing calendars, travel, and expenses for 2 or more executives
• Experience prioritizing multiple tasks and activities
• Experience with Microsoft Office
• Experience exercising judgment and discretion while utilizing company policies and practices to determine appropriate action
• Experience with a Customer Relationship Management or ticketing system

 
Education

• BA/BS preferred
• High school diploma or equivalent required
• Experience working with executives is highly preferred.

 
Surrounding team & key projects

• Our mission is to provide sustainable and scalable needs-based support for Leaders, in the most critical administrative areas, while fostering community, belonging, learning, and work/life harmony for Administrative Specialists.

 
Typical Day-to-Day in the role

• Core Focused Work: Calendar, Travel, and Expenses
• Office Hours: Structured, Daily Office Hours
• Administrative specialist working hours are structured and based in their local time zone. Administrative specialists will confirm their support hours during the first meeting with their client. Administrative specialists will respond to requests that come in after hours or over the weekend on the following business day per our SLA.
• Manager: Reports into ASP Team Lead or (Admin Specialist Lead, “ASL”)
• Leaders Supported: Higher Specialist: Leader Support Ratio(˜6 clients: 1 specialist)

 
How will performance be measured?      
Admin Specialists should be meeting the program’s SLA’s for responding to and actioning requests (.Administrative specialists will acknowledge all inbound requests regarding their clients within 2 hours of receipt during their working hours.) Admin Specialists should be operating within the program’s defined scope of support.
 
What makes this role interesting?              

• This role stands out for its unique opportunity to support a higher ratio of leaders within a clearly defined scope, providing a focused and impactful experience. The position is entirely remote, offering the flexibility to work from anywhere. Additionally, it allows for significant collaboration with other admin specialists, fostering a dynamic and supportive professional environment.

 
Candidate Requirements
Must-Have Skills         

• Master at multitasking
• Master at organization
• Master at communication and proactive approach

 
Nice-to-have Skills    

• Client boomerang with experience in our inner tools.
• Familiarity with concur and outlook.
• Experience supporting multiple executives simultaneously

 
 
Degrees/certifications required? 

• BA/BS  degree preferred

 
Candidate Disqualifiers
Candidates seeking a 1:1 or 2:1 partnership with executives may find this role unsuitable. This position focuses on managing a larger volume of requests within a clearly defined scope, rather than developing close partnerships with one or two leaders.
 
Interview Process
How many rounds of interviews?     

• 2

Types of Interviews    

• 1 screen and 1 panel final interview

Interview Duration     

• 30 Minutes via ZOOM

 

About Us: SPECTRAFORCE is one of the fastest-growing workforce solutions firms in the United States. As a diversity-owned business, we place human connection at the heart of everything we do, building strong relationships with both clients and candidates to fill roles successfully. Our teams in North and Central America and India serve more than 150 Fortune clients globally, leveraging custom AI technology to provide direct hire, executive search, nearshoring, offshoring, and project staffing solutions.
 
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.

Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.
 
California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.
 
LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer. 


At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $28.00/hr.