Executive Support Specialist

The Executive Support Specialist is a key player in ensuring smooth daily office operations while providing critical administrative support to senior leadership. This role is responsible for managing a wide range of administrative functions, supporting HR processes including recruiting, onboarding, and database management, and ensuring efficient office operations. The specialist will also coordinate executive travel, manage the travel booking system, and assist in the planning and execution of internal and external events. With a focus on maintaining organization, confidentiality, and clear communication, this role supports the executive team in delivering on strategic and operational objectives.Duties/Responsibilities:·        Manage clerical tasks, such as drafting letters, memos, and other official documents for senior staff.·        Manage the general inquiry email box, forwarding messages to the appropriate individuals.·        Assist the Human Resources department with recruiting, employee onboarding, employee relations, and other HR related duties.·        Coordinate travel arrangements, including accommodations, for executives and manage the travel booking system.·        Ensure meeting spaces are properly prepared and equipped for both internal and external meetings.·        Answer incoming calls and ensure excellent customer service.·        Engage with members and stakeholders, addressing concerns and resolving issues as needed.·        Schedule and attend meetings, taking detailed notes and recording minutes.·        Perform office management tasks, including ordering supplies and handling mail.·        Assist with managing special projects as assigned.·        Handle sensitive or confidential information with discretion. ·        Serve as a liaison between executives and other departments, ensuring smooth communication,·        Oversee facility operations and ensure all operational needs are met.·        Complete additional tasks assigned by senior executives.Required Skills/Abilities:·        Excellent verbal and written communication skills. ·        Excellent organizational skills and attention to detail.·        Ability to thrive in a fast-paced environment.·        Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.·        Strong problem-solving abilities and the ability to think quickly to resolve issues.·        Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.Education and Experience:·        High school diploma required, Bachelor's degree in Business Administration or related field preferred.·        At least four years of related experience required. Physical Requirements:·        Prolonged periods sitting at a desk and working on a computer.·        Must be able to lift up to 15 pounds at times. ·        Some travel may be required, up to 10% annually.The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Our Mission: The mission of Lambda Chi Alpha is to inspire and equip men to lead an ethical life of growth, service, and leadership. Lambda Chi Alpha provides members with a co-curricular educational experience by providing young men with opportunities for academic achievement, leadership development, and lifelong friendships. Lambda Chi Alpha has grown to become one of the largest men's general fraternities, having initiated more than 300,000 members. Today, Lambda Chi Alpha serves nearly 175 active chapters at colleges and universities across North America. 

Created: 2025-03-02