Administrative Support Specialist

About the Company :

DMC strongly promotes a continuous improvement culture and is always looking for candidates that will add to and bolster our unique culture a workplace built on enthusiasm, integrity, communication, proactive problem solving, and genuine passion for helping our customers.

About the Role :

The individual will be responsible for logging call notes, managing schedules, coordinating and setting meetings both internally and externally, and compiling and distributing meeting agendas, notes, and task action items, and assist with special projects based on business needs.

This role is critical in ensuring seamless communication and efficient operations within the organization. The individual will be forward-thinking and have a strong attention to detail.

The individual will possess strong interpersonal skills, strong organizational skills, and some experience working in an administrative support capacity.

A background in insurance, transportation insurance, or within the transportation field would be helpful, but not necessary if other employment experience is translatable.

Responsibilities :

• Log call notes accurately and promptly into the appropriate systems.
• Ensure all call details are recorded comprehensively and are easily accessible for future reference within DMC’s CRM System.
• Manage and maintain team calendars.
• Coordinate and set up meetings, ensuring all necessary parties are informed and available, including conference calls, video conferences, and in-person meetings.
• Handle schedule conflicts and reschedule meetings as necessary.
• Ensure all logistical aspects of meetings (e.g., room bookings, equipment setup) are arranged.
• Compile and distribute meeting agendas in advance, ensuring all relevant topics are covered.
• Take detailed meeting notes and distribute them to attendees.
• Track training plans and support organization / execution.
• Track and follow up on tasked action items.
• Provide general administrative support, including handling expense tracking, correspondence, filing, and data entry.
• Assist with special projects and other duties as assigned.

Qualifications :

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Experience as an administrative assistant or in a similar role.
• Accurate data entry skills, strong attention to detail, and a high level of accuracy.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and an aptitude to learn new programs.
• Exceptional organizational and time management skills.
• Excellent written and verbal communication skills.
• Strong business acumen.
• Ability to engage cross functionally across teams and businesses.
• Ability to multitask and prioritize tasks effectively.
• Ability to work effectively both in office and from remote locations.

Equal Opportunity Statement :

Include a statement on commitment to diversity and inclusivity.