Administrative Specialist

Administrative Specialist 3.0 3.0 out of 5 stars 1 Park Place, Annapolis, MD 21401 National Investment Center For Seniors Housing & Care 2 reviews

Description:

GENERAL SUMMARY

The Administrative Specialist, Research & Analytics Team, provides high-level administrative and operational support to the Head of Research & Analytics and the broader Research Team. This role serves as a critical operational backbone for the department, ensuring that scheduling, communications, travel, financial reporting, project documentation, and research materials are managed with precision and professionalism. The ideal candidate brings a proactive, service-oriented mindset and thrives in a fast-paced environment where priorities can shift quickly. Success in this role requires exceptional organizational skills, strong written and verbal communication, and the ability to build trusted working relationships across the organization and with external partners.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative & Executive Support

• Provide day-to-day administrative support to the Head of Research & Analytics and the Research Team, anticipating needs and resolving issues proactively.
• Manage and maintain complex calendars, including scheduling meetings and coordinating across multiple time zones.
• Provide Administrative support for Research and Focus Area Committees.
• Draft, proofread, and distribute professional correspondence, memos, and communications on behalf of research leadership.
• Maintain organized digital filing systems for research documents, contracts, and correspondence in accordance with NIC's records and documents policies.

Meeting & Event Coordination Prepare detailed agendas, briefing materials, presentations, and follow-up documentation for Research Committee meetings and other recurring meetings. Record and distribute accurate meeting minutes and action items; track follow-up tasks to ensure accountability and timely completion. Travel & Expense Management Arrange comprehensive travel for the Research Team, including flights, hotels, and detailed itineraries. Ensure travel arrangements comply with NIC's travel policies and budget guidelines; proactively communicate changes or disruptions. Prepare, submit, and reconcile expense reports for the Head of Research & Analytics and other team members in a timely and accurate manner. Presentations & Communications Develop polished PowerPoint presentations and visual materials for speaking engagements, trainings, and committee meetings. Assist with drafting talking points, scripts, and narrative content to support leadership communications and research. Assist with editing and formatting research documents, reports, and briefs to ensure consistency, accuracy, and professional presentation. Project Administration Support Maintain detailed documentation, timelines, compliance trackers, and deliverable logs for active projects. Support preparation of project-related progress reports, narrative sections, and required attachments in coordination with research staff and finance. Assist with the coordination of project activities, including scheduling meetings, tracking action items, and maintaining stakeholder contact lists. Research Shop & Resource Management Manage the online Research Shop, including overseeing inventory, processing orders, and coordinating fulfillment. Coordinate procurement of supplies, subscriptions, and materials needed by the Research Team, ensuring value and policy compliance. Demonstrate NIC Values for Taking Pride in Our Work, Partnering with Others, Being a Spark, and Investing in Ourselves. Other duties as assigned.

Requirements:

CORE COMPETENCIES

Excellent verbal and written communication skills Attention to detail Timeliness Outstanding customer service

TRAVEL REQUIREMENTS

Less than 30 days per year

REQUIRED QUALIFICATIONS

Experience with Microsoft O365 including Outlook, PowerPoint, Word, Excel, and Teams Associate degree preferred or equivalent experience. 3-5 years' experience in an office administrative role.

LOCATION

The position is located at the NIC Office in Annapolis, MD. The successful candidate will live within a two-hour commute of the NIC Office. With the consent of the CEO, the successful candidate may work remotely in accordance with the NIC telecommuting policy. The successful candidate will be required to be in the NIC Office for monthly All-Staff Meeting weeks and may be required to be in the office when the CEO is working from the office. WHY NIC? If you've reached this section of the job description and are unsure of whether to apply, please do! At NIC, we welcome diversity of background and experience. We would encourage you to apply if this is a role you would be passionate about doing every day. When you join NIC, you'll experience a collaborative and innovative culture working alongside talented team members who live our make Grandma Proud values to support access and choice for older adults. Consistent with our belief that our employees are our most valuable resource, NIC offers generous compensation and performance-based incentives including participation in the discretionary bonus pool. NIC also invests in your professional and academic growth with internal training and tuition reimbursement. Our benefits package includes (but is not limited to): Comprehensive healthcare coverage: Medical / Vision / Dental / Prescription Drug insurance; dependents and domestic partners eligible Life and supplementary insurance Employee Assistance plan including virtual and in person mental health counseling services for individuals and family 401(K) retirement plan with company contributions Vacation, sick, personal and floating holidays, in addition to paid holidays Professional development opportunities Paid parental leave At NIC, we believe that to fulfill our mission to provide access and choice to America's older adults we need team members who bring a diversity of perspectives to the table and are committed to fostering a workplace where each team member is valued, respected, and heard. As such, NIC is an Equal Opportunity Employer, and we make employment decisions based on qualifications, merit and business need. We don't discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. NIC is committed to the full inclusion of all qualified individuals. In keeping with our commitment, NIC will take steps to ensure that people with disabilities are provided reasonable accommodations. Accordingly, if a reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact hr@nic.org.

WORK ENVIRONMENT/PHYSICAL DEMANDS

Work is generally remote but when working in the NIC office environment there may be exposure to moderate noise levels. Work involves operation of personal computer equipment for six to eight hours daily or prolonged periods of time and includes physical demands associated with a traditional office setting, e.g., walking, standing, communicating, and other physical functions as necessary. Physical requirements of this position include the following: ? Does not apply ? Lifting up to 25 lbs ? Lifting up over 25 lbs ? Stooping, crawling ? The noise level in the work environment is usually moderate