Administrative Specialist

Rochester, NY

JK Executive Strategies is proud to partner with a growing financial services firm in search of an Administrative Specialist to join its team! We are seeking a highly organized, detail-oriented, and proactive professional to support the day-to-day administrative, operational, and business functions of the organization. This role serves as a key resource across multiple areas of the business, including technology coordination, HR administration, bookkeeping support, vendor management, reporting, and executive support. The ideal candidate enjoys variety in their work, thrives in a fast-paced environment, and takes pride in ensuring processes run smoothly behind the scenes.

Responsibilities

Administrative & Executive Support

• Provide administrative support to company leadership, including scheduling meetings, coordinating travel arrangements, and managing logistics for board meetings, committee meetings, and special events.
• Coordinate meeting agendas, materials, and follow-up items as needed.
• Assist with travel planning and expense reporting for executive leadership.
• Support Outside Business Activity submissions and related administrative documentation.

Human Resources Administration

• Monitor employee timekeeping and PTO requests through related systems.
• Support payroll administration by reviewing and importing timekeeping data into Paychex.
• Assist with employee onboarding and offboarding activities.
• Coordinate employee training programs and maintain training records.
• Manage and track employee performance review processes and related documentation.
• Maintain employee records and support HR compliance initiatives.

Technology & Systems Coordination

• Coordinate employee technology needs, including ordering monitors, equipment, and office technology.
• Assist with user setup and administration of business systems and software platforms, including RingCentral and other internal applications.
• Serve as a liaison between employees and technology vendors to address administrative technology needs.

Financial & Bookkeeping Support

• Review and categorize receipts, expenses, and supporting documentation.
• Assist with bookkeeping activities, including coding expenses and maintaining accurate records within QuickBooks.
• Support accounts payable processes, including invoice tracking and coordination with building management and vendors.
• Maintain organized financial documentation and records.

Reporting & Operations

• Generate, maintain, and distribute reports using CRM systems, Excel, and other business applications.
• Compile operational and business data to support leadership decision-making.
• Assist with tracking key business metrics and maintaining reporting accuracy.
• Support process improvement initiatives and help streamline administrative workflows.

Vendor & Facility Coordination

• Coordinate vendor scheduling and service appointments.
• Serve as a point of contact for building management and facility-related administrative matters.
• Assist with office operations and ensure administrative needs are addressed efficiently.

Requirements

• 3+ years of experience in administrative support, office management, operations, HR administration, bookkeeping, or a related role.
• Strong organizational and project coordination skills with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Experience with HRIS, payroll, CRM, or timekeeping systems preferred.
• Experience with QuickBooks or similar accounting software preferred.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Self-motivated, resourceful, and capable of working independently.

Salary Range

• $75,000 - $85,000

JK Executive Strategies is an Equal Opportunity Employer. It is the policy of JK Executive Strategies to provide equal opportunity in employment and conditions of employment to all individuals regardless of age, race, color, religious beliefs, national origin, sexual orientation, gender identity, sex, veteran or military status, disability, pregnancy-related condition, predisposing genetic characteristics, genetic information, marital status, familial status, prior arrest, domestic violence victim status, non-job related convictions, participation in lawful activities outside of our workplace, or any other status protected by law.