Advanced Business Support Specialist

Advanced Business Support Specialist

The Advanced Business Support Specialist plays a critical role in providing high-level operational, administrative, and project management support to the SVPs, cross-functional project teams, and senior leadership. This position is responsible for managing complex workflows across multiple departments, overseeing project tracking and follow-through, and serving as a key liaison between leadership and internal/external stakeholders. The specialist will support executive-level decision-making by preparing analysis and summaries, attending meetings on behalf of leadership, managing project accountability, and ensuring timely follow-up on action items. A strong sense of discretion and commitment to confidentiality is essential.

The ideal candidate is a highly organized, proactive problem-solver with exceptional proficiency in Microsoft Excel (including advanced functions and dashboards), PowerPoint (executive-level presentations), Workday, Salesforce, and project management software (e.g., MS Project, Asana). This role requires sound judgment, discretion, and the ability to drive results across teams while working independently.

Job Type: Full Time

Salary Range: Commensurate with experience

Knowledge, Skills, & Abilities

• Serve as a representative of senior leadership at meetings, capturing decisions, driving follow-ups, and ensuring accountability across stakeholders.
• Act as a Chief of Staff-style liaison to streamline communication and execution across functional areas.
• Prepare advanced Excel reports, data visualizations, and financial tracking tools to support decision-making.
• Develop high-impact presentation materials and project briefings in PowerPoint for internal and external audiences.
• Maintain and manage timelines, resources, and milestones using project management platforms.
• Lead the preparation of proposals, project budgets, staffing plans, and equipment allocation.
• Oversee coordination of administrative staff and office management activities.
• Manage Workday inputs and reporting to support project financials, workforce planning, and resource allocation.
• Facilitate the execution of strategic initiatives, providing both administrative and analytical support.
• Coordinate complex meeting logistics, travel, conferences, and client events.
• Monitor and manage communications flow, including executive correspondence, digital files, and Salesforce records.
• Oversee marketing and recruiting initiatives, including collateral development and campaign execution.
• Prioritize and manage multiple projects simultaneously, ensuring accurate documentation and timely delivery of all commitments.
• Create and maintain comprehensive project documentation, calendars, and tracking tools.
• Provide logistical and operational support for off-site offices, project sites, and external events.
• Ensure compliance with company standards for confidentiality, operational integrity, and reporting.

Education, Experience, & Credentials

• High School diploma or equivalent (required +20 years experience);
• Associate degree or minimum 15 years' experience in the administrative field (required)
• Bachelor's Degree or minimum 10 years' experience in the administrative field (required)

Key Competencies

• Demonstrated ability to operate effectively within a matrixed organization, building strong cross-functional relationships and influencing without direct authority.
• Proven track record of discretion, professionalism, and the ability to manage sensitive and confidential information with the highest level of integrity.
• Capacity to manage competing priorities and complex workflows under tight deadlines, with flexibility to work after hours on weekends, and during travel, as business needs require.
• Willingness and eligibility to obtain and maintain a valid U.S. passport; able to travel domestically and internationally on short notice.
• Excellent critical thinking, analytical, and independent problem-solving skills, with a proactive mindset and attention to detail.
• Valid driver's license and ability to travel to remote offices, field sites, and client locations as needed.
• Experience in onboarding, training, supervising, and motivating high-performing administrative teams; proven leadership in operational support functions.
• Exceptional organizational, time management, and follow-through skills, with a strong sense of ownership and accountability.
• Familiarity with core accounting principles and a demonstrated ability to manage budget tracking and financial reporting, or willingness to learn.
• Strong verbal and written communication skills in English, with the ability to draft professional correspondence, executive summaries, and formal documentation.
• Highly proficient in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook), including advanced Excel functions (pivot tables, formulas, dashboards).
• Experienced in working within enterprise platforms such as Workday, Salesforce, and other finance/business software tools.
• Self-directed, reliable, and resourceful with a high degree of adaptability in fast-paced and changing environments.
• Demonstrated ability to assess priorities, anticipate needs, and work autonomously while maintaining alignment with leadership objectives.

Work Environment & Physical Demands

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting, standing, and walking
• Infrequently lifting to 25 pounds
• Infrequent overhead lifting to 10 pounds
• Bending, climbing, and stooping
• Long hours involving overtime and weekends (infrequently)
• Keyboarding/typing
• Ability to read effectively from a computer screen and/or a paper copy
• Ability to handle a large volume of work and perform multiple tasks in a fast-paced environment

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Works in an office environment
• Potential for extended travel