Administrative Project Specialist
POSITION OVERVIEW
The Administrative Project Specialist supports deployment and adoption of modern productivity tools, including AI solutions, Slack, Notion, Loom, Figma, and other tools as applicable. The role coordinates onboarding, workshops, and training, ensuring consistent standards and effective usage across administrative teams. This position will also provide executive support through calendar management, meeting logistics, travel and event coordination. Success requires hands-on experience with the listed tools, strong organization, and clear communication. The specialist partners with stakeholders to document processes, track tasks, and report progress, enabling smooth rollouts and continuous improvement.
ESSENTIAL JOB SKILLS/DUTIES
- Coordinate rollout plans for new collaboration tools for the administrative community.
- Develop and deliver tool onboarding sessions.
- Create guides, FAQs, and quick-reference materials.
- Maintain executive calendars and meeting logistics.
- Organize workshops, trainings, and small events.
- Track adoption metrics and report key updates.
REQUIRED TECHNICAL SKILLS
- Advanced Slack workspace administration experience.
- Proficient in Notion databases and templates.
- Loom recording, editing, and sharing workflows.
- Figma collaboration, components, and file organization.
- Experience with AI productivity tools and prompts.
- Strong Excel or Sheets for tracking and reporting.
- Expert experience with Microsoft Office Tools.
REQUIRED SOFT/LEADERSHIP SKILLS
- Clear, concise written and verbal communication.
- Organized, detail-focused, and deadline driven.
- Facilitation skills for training and workshops.
- Stakeholder management and expectation setting.
- Comfort with change and iterative improvements.
REQUIRED EDUCATION & EXPERIENCE
- 2+ years supporting collaboration tool adoption.
- Experience coordinating trainings and onboarding.
- Experience supporting executives and leadership.
- High school diploma or equivalent.
PREFERRED EDUCATION & EXPERIENCE
- Bachelor's degree in business or related field.
- Led department-wide tool implementations.
- Experience documenting standard operating procedures.
TRAVEL REQUIREMENTS (bulleted)
- Travels: Occasional local or regional workshops.
- % of Time: Up to 10% travel.
- Overnight Travel: Infrequent, as business needs dictate.