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Position Summary:

The Administrative Specialist, Marine Technical Operations is a great communicator with excellent organizational, and planning skills. The position reports to and supports the Senior Vice President of Marine Technical Operations and will also help with analysis, administrative duties and the overall Marine Technical Operations project portfolio. He/she will work with the Marine Technical Operations leadership team to manage the processes crucial to a thriving Operations organization. Integral to this position is helping to manage smaller projects including timelines and budgets to support the team's efforts.

• Support Marine Technical Operations members and leaders in developing and executing on project objectives, monitoring, and delivery.
• Ensure adequate communication and hand-off of tasks between Marine Technical Operations and its collaborators, including external partners and internal stakeholders.
• Respond to requests for information from internal stakeholders, team members and other employees timely and with accuracy and professionalism.
• Develop, enforce, and improve established processes, standards and documentation needed within Marine Technical Operations together with the GMO Business Process team to successfully execute on team goals and responsibilities.
• Maintain and update operating procedures and processes for the function.
• Support team members in performing retrospectives and debriefs to assess and improve communications processes.
• Support team members in adopting measurement and evaluation practices and tracking of key performance indicators (KPIs)
• Support new hire onboarding.
• Support the Senior Vice President, Vice President and team by assisting with administrative tasks, which may include:
  • Set and schedule meetings; reserve and set-up meeting rooms; organize travel, catering, and other functions, as appropriate.
  • Coordinate team memberships and attendance to conferences and events.
  • Create presentation decks on behalf of the Marine Technical Operations leadership team and assist in preparation of presentations for Executive Committee and other high-level internal and external meetings.
  • Create expense reports and vendor cost estimates.
  • Order office supplies
  • Sort and distribute mail to the team
• Coordinate details, track assignments, and follow up on replies relating to special projects as directed.
• Lead and/or assist in the organization and implementation of special projects and initiatives related to improving the way of working in Marine Technical Operations.
• Assist in the tracking, notification and application processes related to maintaining applicable licenses and certifications necessary for the business of the department to help ensure compliance
• Initiate, organize and facilitate team building/team-engagements activities

• Manages and tracks billing and program results.
• Co-manages departmental budget.

• H.S. Grad or equivalent required
• Bachelor's degree preferred; experience may be combined with some college education.
• Experience to handle multiple tasks in a fast-paced environment as well as to work effectively under pressure
• The ideal candidate has five to six years of experience performing broad administrative activities to support executive roles
• Experience in medium to large corporations
• Basic financial knowledge to perform responsibilities related to cost control to budget administration
• Strong knowledge of organization, policies & practices preferred

• Excellent verbal and written communication skills including editing and proofreading abilities and being comfortable asking questions.
• Strong interpersonal skills to interact with executives, peers, and employees and comfortable in taking direction while also using own initiative.
• Strong common sense to handle strict confidentiality, using discretion in dealing with issues of business & personal nature
• Openness to new ideas, coaching and continual process improvement.
• Outstanding computer skills, especially all MS Office programs.
• Work under pressure to meet strict due dates/timelines; may work overtime with limited advance notice.
• Demonstrated organizational and critical thinking skills needed to work effectively on multiple projects with competing priorities.
• Demonstrated experience managing projects
• Ability to proactively surface and diagnose problems and find solutions; expresses curiosity, a thirst for knowledge and is team oriented.
• Detail oriented with ability to quickly adapt and apply new tools and processes.
• Ability to present information clearly and concisely.