ADMINISTRATIVE ANALYST JOB DESCRIPTION

Calendars fall out of sync, invoices age past due, and leadership walks into meetings without the materials they need. The Administrative Analyst is the operational infrastructure that prevents those failures, owning the scheduling, reporting, document management, and vendor coordination that keep a business unit functional. Answering to department heads or senior leadership, this role manages competing deadlines, confidential correspondence, and cross-functional workflows at once. Few individual contributors touch as many stakeholders as regularly, or keep as many moving parts from stalling.

The breadth of that stakeholder span is visible in how this work unfolds across sectors, from government compliance to investment banking support.

As the Administrative Analyst, you will own the day-to-day administrative and reporting operations of a department or business unit, ensuring leadership has accurate data, organized documentation, and coordinated schedules to act on. You will support senior managers and cross-functional teams, typically reporting to a department director or operations lead, while serving as the primary point of contact for internal stakeholders and external vendors.

Career Impact: Sustained performance in this role builds demonstrated command of multi-stakeholder coordination and executive-level reporting - competencies that transfer directly into operations management or business analyst roles.

Business Impact: When expense reports, vendor invoices, and organizational data are processed accurately and on time, leadership spends less time chasing information and more time on decisions that move the business forward.

Growth Opportunity: The breadth of exposure, spanning procurement, financial reporting, calendar management, and cross-departmental liaison work, accelerates readiness for roles with formal budget ownership or team supervision responsibility.

• Coordinate executive and departmental calendars, meeting logistics, and travel itineraries to ensure scheduling accuracy and leadership readiness.
• Prepare reports, formal correspondence, presentations, and informational packages for internal and external stakeholders on a recurring and ad-hoc basis.
• Process expense reports, purchase card transactions, and vendor invoices in accordance with accounts payable procedures and internal controls.
• Manage procurement workflows by receiving purchase requests, obtaining supplier quotes, scheduling deliveries, and following up on outstanding purchase orders.
• Maintain departmental filing systems, organizational databases, and contact lists using document management and office productivity platforms.
• Monitor vendor and subcontractor compliance documentation, follow up on outstanding items, and assist with bid preparation as directed.
• Support new hire onboarding coordination, including IT access requests, equipment setup, and distribution of time-sensitive materials to relevant teams.
• Identify operational inefficiencies and implement process improvements in collaboration with the department or operations lead.

Identifying which of these duties to lead with is easier once you see how to present these coordination duties on a resume at each experience level.

• Bachelor's degree in Business Administration, Operations, or a related field, or equivalent work experience.
• 2 or more years of administrative analyst or office operations experience, with demonstrated responsibility for reporting and stakeholder coordination.
• Proven ability to prepare clear, accurate business documents, including correspondence, reports, presentations, and meeting materials under deadline pressure.
• Strong organizational skills with demonstrated capacity to manage multiple concurrent priorities, shifting deadlines, and confidential information with discretion.
• Effective written and verbal communication skills, including the ability to interact professionally with vendors, executives, and cross-functional team members.
• Solid analytical ability, including experience compiling data, identifying discrepancies, and summarizing findings in structured reports for leadership review.

The years-of-experience figures and degree requirements here reflect the qualification bar the role demands across sectors and seniority levels.

• Experience supporting C-suite or senior director-level executives, including Board liaison responsibilities or governance meeting coordination.
• Familiarity with procurement and accounts payable workflows, including vendor onboarding, purchase order management, and invoice reconciliation.
• Exposure to process improvement methodologies or demonstrated experience documenting and revising standard operating procedures.
• Prior experience in a matrixed or multi-department environment where priorities across business units required active negotiation and triage.

• On-time report delivery rate, tracking whether recurring reports reach stakeholders by the agreed deadline.
• Invoice processing cycle time, measuring days from receipt to submission through the accounts payable workflow.
• Calendar conflict rate, reflecting how often scheduling errors or missed communications occur within managed executive calendars.
• Vendor compliance document currency, counting active subcontractors with up-to-date insurance and required documentation on file.
• Expense report error rate, measuring the frequency of submissions returned for correction or rework.
• Typical tools: Spreadsheet and presentation software (commonly Microsoft Excel and PowerPoint); scheduling and workflow platforms (commonly Microsoft Outlook and SharePoint).

For pay benchmarks, CAP and MOS certification value, and the path from analyst to Operations Manager, the salary benchmarks, certifications, and advancement paths are covered in the career guide.

• Base Salary Range: $50,000 to $72,000 per year, depending on seniority and location
• Bonus: Discretionary annual bonus, typically 3 to 7 percent of base salary
• Equity: Not typical at this level; may apply at senior organizations
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by company
• PTO: 10 to 15 days per year, plus standard federal holidays
• Common Perks: Professional development reimbursement, hybrid schedule options, and commuter benefits where applicable

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Work authorization in the United States is required for this position, and employment is contingent on successful completion of a background check. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity, or any other characteristic protected under applicable federal, state, or local law. Candidates requiring a reasonable accommodation to participate in the application or interview process are encouraged to make that request at any time during recruitment.

Match your SharePoint administration and accounts payable experience to a resume that reaches the people who decide.

The Administrative Analyst owns pipeline tracking and business performance reporting across financials, fee pools, and deal metrics in support of APAC regional leadership. Working closely with the PA group and senior management, this role enables timely strategic decisions by maintaining the analytical and administrative systems that keep investment banking operations running.

Key Responsibilities

• Prepare detailed spreadsheets for tracking the business pipeline and analysing business performance and metrics.
• Analyse business financials, fee pools, market share, client coverage, resourcing, deal metrics, deals done away, and league tables.
• Assist in preparing regular business and strategy presentations for internal reporting purposes.
• Report weekly to the APAC region.
• Coordinate Business Continuity Planning (BCP).
• Provide general guidance to the PA group on compliance and expense policy issues.
• Handle a range of compliance-related administrative tasks.
• Assist with the coordination of the annual intern recruiting process.
• Handle highly sensitive information.

Required Qualifications

• Relevant tertiary qualifications (Project Management qualifications).
• Advanced certification in Microsoft Office Suite.
• Significant experience in delivering executive-level secretarial, administrative, and office support, preferably within an investment banking or private equity environment.
• Experience with basic desktop publishing applications, high-efficiency typing, word processing, diary and travel management (Concur desired), and complex telephone and conference systems.
• Strong analytical skills, including working with complicated Excel spreadsheets and preparing PowerPoint presentations for senior management.
• Enhanced communication skills with the ability to effectively engage a wide variety of internal and external stakeholders.
• Demonstrated ability to work both independently and cooperatively as a team player, with a proactive approach to a broad range of responsibilities.
• Superior organisational and time management skills with flexibility to manage changing work requirements, multiple tasks, deadlines, and attention to detail under pressure.
• Professional personal presentation reflecting the values of the organisation, with commitment and enthusiasm for client service delivery.

Reporting to security leadership, the Administrative Analyst delivers high-quality intelligence products and oversees tasks, projects, and initiatives that provide strategic support to security business partners and personnel across all business units. Partnering with key stakeholders through direct briefings and OSINT-based risk tracking, this role enables the Administrative and Protective Intelligence programs to operate with accuracy, ethical rigor, and operational readiness.

Core Functions

• Ensure successful initiation, planning, execution, monitoring, and completion of assigned projects on time and within scope.
• Identify, assess, and track potential risks using open-source intelligence (OSINT).
• Provide short-notice, face-to-face briefings during high-stress, rapidly developing crises.
• Build and maintain strong internal relationships with key stakeholders across all business units and functions.
• Support and monitor innovative programs and technology solutions to meet department objectives.

Qualifications & Experience

• BA/BS degree or a minimum of 5+ years of relevant work experience, preferably in security operations and administration.
• Solid understanding of data aggregation, research, and statistical data analysis; strong program and project management skills.
• Strong analytical, critical thinking, and problem-solving skills.
• Strong organizational and planning skills.
• Working knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.).
• Self-motivated, with outstanding ability to multi-task, adapt to changing priorities, work with highly confidential information, and perform under tight deadlines while maintaining positive cross-functional relationships.
• Proven ability to influence key business partners.
• Willingness to assist with tasks outside of job function and to be available 24/7 or on-call as needed.

Embedded within IT operations, the Administrative Analyst supports Tier 1 production for enterprise financial applications, including PIP, IFA, City Wide Accounting, and FMS Budget running on UNIX and IBM Mainframe platforms. Working closely with all support groups across development, test, and production environments, this role ensures the continuity and integrity of the client's critical financial and budget systems.

Primary Duties

• Run batch job streams via CA Workload Automation (d-series) and verify job condition codes for validations.
• Interact with all support groups in problem determination and resolution.
• Perform work across multiple development, test, and production environments, differentiating job streams and prioritizing workloads as directed.
• Gain a deep understanding of the interaction between the IBM mainframe and various AIX Servers and intra-system job relationships.
• Support enterprise-wide financial applications and other business systems as directed using tools, including CA-Agents, CA-Adapter, Microsoft Outlook, ClearQuest, Attachmate, RMDS, Putty, and WinSCP.

Education & Experience

• Baccalaureate degree with 24 credits in telecommunications or related technical area and 4 years of relevant experience, including 18 months in a managerial/administrative capacity; or Associate degree with 12 credits and 5 years of experience; or equivalent education and experience with a high school diploma, 1 year of specialized experience, and 18 months of managerial/supervisory experience.
• 5 years of experience working on AIX/Unix and mainframe platforms, executing and troubleshooting critical production batch processes, and escalating and documenting critical job failures and schedule problems.
• In-depth knowledge of IBM Mainframe z/OS, JCL, IBM Utilities, ISPF, and UNIX shell scripting and debugging.
• Demonstrated ability to monitor job flows using CA Workload Automation/d-series or comparable scheduling automation software, and to schedule and process ad-hoc requests in AIX and mainframe environments.
• Strong diagnostic and problem-solving skills.
• Ability to plan, manage, and work independently with minimal direction.
• Experience with Advantage Financial applications is a plus.

Sitting at the intersection of compensation administration and field operations, the Administrative Analyst ensures incentive compensation plans are correctly implemented, administered, and communicated across MLWM products and business units. Operating across monthly processing cycles, field management liaison activities, and governance execution, this role supports the accuracy and integrity of compensation delivery for all associates.

Duties

• Ensure Incentive Compensation plans are implemented and administered correctly.
• Analyze, research, and respond to compensation inquiries and provide follow-up as needed.
• Process compensation and incentive payments.
• Provide excellent customer service to associates regarding compensation policies and agreements.
• Support all functions of monthly compensation processing and research.
• Act as a liaison with field management and business partners, and provide training and presentations to field office management where necessary.
• Ensure controls and governance are executed on time.

Skills & Qualifications

• 2+ years of successful performance in a role requiring strong administrative skills.
• Payroll and compensation experience preferred.
• Knowledge of the payroll/compensation industry.
• Strong understanding of MLWM products and business.
• Proficient in all Microsoft Office programs with strong Excel skills.
• Strong time management, organizational skills, and ability to handle ambiguity and adapt to changing priorities.
• Superior written and verbal communication skills.
• Good critical thinking and problem-solving skills for complex issues, including identifying gaps and process improvements.
• Proven team player and collaborator with acute attention to detail.
• Highly motivated self-starter with the ability to work independently in a fast-paced environment and influence across all levels of the organization.

A key member of the operations team, the Administrative Analyst leads end-to-end human resource and tool administration, including hiring, procurement, onboarding, offboarding, and asset management daily. Collaborating across departments to manage KPIs, training coordination, and expense tracking, this role ensures accurate data integrity and operational continuity across all relevant systems and modules.

Accountabilities

• Participate in planning and securing processes for human resources and tools, including hiring, procurement, onboarding, offboarding, and end-to-end asset administration.
• Manage daily new and replacement processes for human resources and tools due to hiring, attrition, defects, theft, or breakage.
• Process new resources, projects, and audit information, including resource requirements, in appropriate tools.
• Administer expenses and timesheets for all human resources.
• Coordinate training needs identification, budget, and contractual requirements for training development and delivery.
• Ensure accurate data across all relevant modules and manage KPIs for staff turnover.

Requirements

• Bachelor's degree in Administration or Industrial Engineering.
• 2 or more years of experience.
• Intermediate to advanced Excel skills.
• Active, analytical, and decisive.
• Strong communication, troubleshooting, and decision-making skills.
• Advanced English proficiency.

Collaborating across functions, the Administrative Analyst supports Scandinavia clients with scheduled reports, project set-up, and risk management while maintaining data integrity across tools and applications in line with service level agreements. The Operations Lead relies on this work to uphold client relationships, drive process improvements, and ensure accurate and timely reporting for all assigned accounts.

Activities

• Understand and gain proficiency in processes, tools, and applications relevant to client services.
• Proactively handle and respond to client requests, including resource management.
• Assist Scandinavia clients with scheduled reports and project set-up, and proactively manage associated risks.
• Collate and produce accurate and timely reports as required by clients.
• Log data into tools and applications while upholding data confidentiality and integrity.
• Maintain an Ensemble site containing procedures, reports, and relevant documents for onshore client access.
• Ensure client support adheres to service level agreements (SLAs) and maintain good working relationships with clients.
• Assist in identifying and implementing process improvements, and perform other functions as required by the Operations Lead.

Position Requirements

• Degree holder in any Business course.
• Proficiency in MS Office, particularly MS Excel.
• Ability to manage shared mailboxes effectively.
• Detail-oriented and proactive.
• Able to multitask with minimal supervision under pressure.
• Excellent verbal and written English communication skills.
• Willing to work a mid-shift schedule.

Strategic outcomes in cost, utilization, and quality for Kaiser Foundation Health Plan of Washington depend on the Administrative Analyst, who provides analytic consultation, strategic project management, and supervisory oversight to divisional and KFHPW leaders. Based within a specialized operational environment, this role advances evidence-based decision-making by delivering variation analyses, reporting systems, and implementation solutions that serve clinical, fiscal, and service goals.

Leadership Responsibilities

• Provide analytic consultation and decision support to divisional and KFHPW leaders regarding specialized work processes, business plan objectives, and consumer, staff, or financial outcomes.
• Provide variation and strategic analysis of cost and utilization data, and present written reports or findings to leader groups or committees.
• Provide strategic project management support to achieve clinical, fiscal, service, or quality goals; develop solutions, make recommendations, and define systems for monitoring implementation success.
• Develop reporting systems to meet leadership needs for utilization, fiscal, quality, and satisfaction monitoring.
• Supervise analytical and administrative staff.
• Provide training and mentoring on analytical methodologies, reports, data, and technology as needed.

Knowledge, Skills & Abilities

• Master's degree or 6 years of experience in a directly related field.
• Minimum 5 years of experience in health care and project management.
• Prior experience in divisional or KFHPW specialized work processes, financial auditing, and management reporting.
• Extensive knowledge of Kaiser Foundation Health Plan of Washington work processes, standards, regulations, data systems, financial accounting, data collection, and statistics.
• Familiarity with TQM, TQI, budgeting, and medical terminology.
• Proficient with MS Office and SAS.
• Knowledge of Lotus Notes, HTML, SPSS, GQL, Visual Basic, and other database programs as relevant.
• Advanced critical thinking, organizational, decision-making, problem-solving, communication, presentation, and project management skills.
• Ability to work independently and manage multiple projects.

As the Administrative Analyst, this role delivers administrative and operational support to senior leadership, department heads, researchers, and staff at BUMED, spanning correspondence, records management, database monitoring, and meeting coordination. The BUMED organization relies on this work to maintain accurate reporting through the service request portal, ensure leadership readiness, and sustain data tracking across a multi-disciplinary team environment.

Day-to-Day Responsibilities

• Provide administrative support to senior leadership, department heads, researchers, and staff in BUMED.
• Support administrative and operational tasks, including correspondence, typing, email, training tracking, file maintenance, office automation, records management, and meeting support.
• Support staff in reporting and tracking information and data requests via the BUMED service request portal.
• Assist in tracking and reporting tool and system access, and maintaining and monitoring various databases.
• Assist in preparing presentations, proposals, reports, and project tracking on a weekly, monthly, or quarterly basis.
• Coordinate arrangements for meetings, conferences, and other group activities, and assist leadership as needed.

Background & Experience

• Bachelor's degree in a physical or social science field.
• 1-3 years of administrative or executive assistant experience, preferably within a multi-disciplinary team including researchers, research analysts, systems analysts, and programmers.
• Military Health System experience preferred.
• Experience with Microsoft Office Tools (Outlook, Word, PowerPoint, Excel, Access), including pivot charts, graphs, and data analysis or visualization.
• Exceptional written and verbal communication skills.
• Strong problem-solving, critical thinking, interpersonal skills, and professionalism under pressure.
• Ability to collaborate effectively across multiple office locations.

The Administrative Analyst produces and manages research grant applications, post-award financials, and clinical trial billing in support of Principal Investigators and the broader research administration function. The work directly supports the integrity of budget projections, inter-relational longitudinal analysis, and the resolution of financial and payroll issues across the research portfolio.

Job Functions

• Prepare research grant applications for new proposals, renewals, clinical, and fellowship awards.
• Provide post-award management for research grants and clinical trials.
• Work with Principal Investigators to develop budget analyses and projections.
• Monitor funds, budget variances, expense reporting, and projections, and establish a system for inter-relational longitudinal budget analysis.
• Act as primary liaison in monitoring and resolving financial and payroll-related issues.
• Set up and manage billing of clinical trials and perform other related duties as assigned.

Professional Experience

• Degree in accounting or finance and/or a minimum of one year of progressive experience in administrative analysis, or equivalent combination of education and experience.
• Proven analytical and financial management skills, including the ability to establish budgetary tools, assess audit risks, and maintain confidentiality on sensitive projects.
• Computer literacy with full working knowledge of MS Word, Excel, Access, and the Internet.
• Strong interpersonal, written, and oral communication, problem-solving, and organizational skills.
• Ability to manage multiple projects and priorities.
• Ability to work independently and as part of a team, and interact with a wide variety of individuals.
• Ability to meet deadlines under pressure.

Reporting to senior management, the Administrative Analyst refines quantitative and qualitative data collection, correspondence control, and office database systems in support of organizational reporting and legislative tracking functions. Partnering with staff across agency units, this role enables informed decision-making by ensuring leadership receives timely, accurate analysis and well-coordinated inter-agency communications.

What You'll Do

• Collect, process, and analyze quantitative and qualitative data, including survey data, time activities, and performance reports, in support of specific management systems.
• Manage flow of correspondence; review, screen, control, maintain records, and coordinate responses on incoming correspondence.
• Keep senior management and staff informed of relevant organizational events; analyze data and prepare reports for senior management.
• Respond to routine and non-routine inquiries, establish and maintain office files and databases using industry-standard file storage methodologies.
• Assist in preparing inter-agency meetings, teleconferences, and videoconferences, and support legislative analysis, tracking, and administrative activities.

Minimum Qualifications

• Bachelor's degree preferred.
• Minimum 5 years of experience.
• Strong proficiency in MS Word, Excel, Outlook, and PowerPoint.
• Excellent writing, editing, and proofreading skills.
• Ability to communicate effectively.
• Pleasant, tactful, and professional attitude and appearance.
• Ability to multitask, perform well under pressure, and work well under high workloads.

Administrative Analyst develops data consolidation and reporting solutions for investment bankers and management teams within a private wealth management environment, covering expenses, meeting coordination, and inventory oversight across a 12-month engagement. Success in the position means delivering timely, accurate reports and seamless scheduling support that allows bankers to focus on client relationships and high-value work.

Scope of Work

• Provide administrative support to investment bankers, including processing expenses and claim/reimbursement forms.
• Coordinate and schedule meetings, phone calls, and emails with internal and external parties.
• Consolidate data and generate reports for management and bankers.
• Monitor inventory of office supplies and equipment.
• Handle any ad-hoc projects assigned by the team.

Experience & Qualifications

• Minimum 3 years of relevant experience in an MNC or professional firm.
• Proficient in MS Office with strong Excel and data consolidation skills.
• Excellent verbal, written, and interpersonal skills.
• Ability to interact effectively with Business Units, Compliance, and global colleagues.
• Quick learner with the ability to understand policies, procedures, systems, and controls.
• Able to multitask across various business demands.
• English and Cantonese required (Mandarin is an advantage).

Embedded within a field operations environment, the Administrative Analyst supports daily production, invoice routing, equipment tracking, and vendor insurance follow-up across administrative and field-facing functions. Working closely with operations staff and external vendors, this role maintains the accuracy of financial records and the smooth flow of materials, mail, and supply resources that keep day-to-day services running.

Role Responsibilities

• Perform both electronic and paper filing tasks and continuously update spreadsheets for tracking and financial use.
• Assist operations with weekly production information and route invoices through the accounting program.
• Assist with equipment inspection tracking, follow-up, and tool inventory preparation, distribution, and troubleshooting.
• Handle office supply ordering and daily routing and delivery of internal and external mail.
• Follow up on vendor and subcontractor insurance and assist in the preparation of bids.

Qualifications & Experience

• High School Diploma or equivalent.
• Proficiency in MS Word and Excel.
• Effective communication skills via telephone, written form, email, and in person.
• Ability to use logic and reasoning to identify solutions to problems.
• Ability to manage your own time, prioritize responsibilities, multitask, and perform in a fast-paced work environment.
• Valid Driver's License meeting insurance requirements.

A key member of the executive support team, the Administrative Analyst coordinates complex calendars, travel arrangements, and expense processing for senior leadership within a supply chain organization. Collaborating across the supply chain team and with external vendors, this role ensures leadership commitments are met on schedule and that administrative operations run with precision under deadline pressure.

Key Deliverables

• Complete a wide variety of administrative tasks, including filing, distributing mail, and answering telephone calls.
• Maintain the Executive's calendar, meeting schedule, and department vacation schedules.
• Organize travel arrangements, including flight, hotel, and ground transportation, and compile and distribute travel itineraries.
• Process expense reports and prepare correspondence.
• Coordinate and schedule periodic meetings for the supply chain team.
• Prioritize conflicting needs, handle matters expeditiously, and follow through on projects to successful completion under deadline pressure.

Skills & Qualifications

• Excellent organizational and communication skills.
• Strong proofreading, spelling, and grammar skills.
• Excellent computer skills, including Microsoft Word, Excel, and PowerPoint.
• Detail-oriented and accurate, with the ability to multi-task effectively and prioritize work.
• Ability to work independently, initiate necessary actions, and work well under pressure.
• Willingness to learn new systems.

Strategic outcomes in budget accuracy, grant tracking, and program reporting depend on the Junior Administrative Analyst, who conducts complex financial and operational analyses, prepares budget documents, and communicates fiscal data to site and central administrators. Serving as a key contributor to departmental and agency operations, this role directly supports the organization's ability to allocate resources accurately, track expenditures, and fulfill legislative and year-end reporting obligations.

Operational Focus

• Assist in conducting complex analysis, organizational, operational, and procedural investigations and research relating to department and agency operations.
• Provide routine information to departmental personnel on the preparation of accounting and budget documents, reports, and program implementation.
• Review and export large datasets into Excel for trend studies and data analysis.
• Assist in compiling budget requests, preparing presentations, performing cost analysis, and preparing program reports.
• Prepare, generate, and update budget documents, contract reports, surveys, databases, and mailing lists; track and coordinate revenue, expenditures, grants, and program budgets.
• Assist in preparing quarterly and year-end financial, program, budget, and legislative reports.
• Communicate budget data to site and central administrators, and ensure new positions are accurately set up in the position management system.

Education & Experience

• Baccalaureate degree in finance, accounting, data analysis, or a similar field.
• 2 years of relevant budget, accounting, and financial analysis experience.
• Knowledge of school accounting and reporting or school site operations preferred.
• Intermediate proficiency in Excel and Google Sheets (pivot tables, vlookup, conditional formatting, charts) and in Microsoft Office and Google Drive applications.
• Excellent data analysis skills with experience synthesizing data to drive action steps.
• Exceptional attention to detail and strong written and oral communication skills.
• Ability to manage multiple responsibilities simultaneously, learn quickly in a fast-paced environment, and identify challenges proactively.
• Ability to maintain a flexible, can-do work ethic.

The Operations Administrative Analyst shapes process improvement, data analysis, and aircraft enrollment monitoring within an aviation operations environment, working to increase efficiency, productivity, and profitability across the group. Reporting to operations management and collaborating across departments to present findings and implement refined processes, this role enables the company to align operational initiatives with its mission and achieve measurable quality outcomes.

Engineering Responsibilities

• Provide internal support to optimize processes and increase efficiency, productivity, and profitability.
• Analyze data and processes to identify and better understand problems, and develop policies to replace or improve current methods.
• Implement, refine, review, and modify processes and reports in collaboration with the group.
• Present findings and recommendations to management and other departments.
• Conduct database queries and data analysis to support process improvement and quality projects.
• Identify and document business and technical requirements, ensuring all initiatives align with the company's mission and goals.
• Assist with aircraft enrollment monitoring, activation, and processing of pending profile updates.

Technical Qualifications

• Further education and certification are advantageous.
• Interest or experience in the aviation industry preferred.
• 2-5 years of experience in an administrative analyst or similar role within an operations environment preferred.
• Proficient in Office Suite, especially Excel.
• Strong research, math, and computer skills, and the ability to extract and analyze database information.
• Exceptional verbal and written communication skills with rigorous attention to detail.
• Strong leadership abilities.
• A natural problem solver, unafraid to challenge the status quo and suggest improvements.
• Ability to organize and prioritize multiple tasks in a fast-paced environment, manage end-to-end operational processes.
• Ability to maintain a can-do attitude.

Reporting to the Chief Transformation Officer, the Administrative Analyst leads calendar management, Smartsheet dashboard creation, and project coordination for the Transformation Team within a matrixed organization. Partnering with leadership and cross-functional stakeholders as the team's primary point of contact, this role enables the on-time completion of key transformation deliverables and the smooth execution of strategic initiatives.

Strategic Responsibilities

• Directly support the Chief Transformation Officer and provide administrative support to the Transformation Team.
• Manage day-to-day calendars, organize meetings, and coordinate with attendees for schedule changes.
• Prepare and review materials and correspondence for meetings, including meeting minutes and presentations.
• Create and maintain Smartsheet dashboards and reports to track and drive completion of key deliverables.
• Assist with project management and coordination for key initiatives, and act as a point of contact for the Transformation Team.
• Handle administrative duties including processing invoices and expenses, managing space planning contract submissions, and ad-hoc special projects.

Minimum Qualifications

• Bachelor's degree.
• 5+ years of experience assisting at the leadership level in a fast-paced, matrixed organization.
• Advanced Microsoft Outlook, Excel, PowerPoint, and Word skills.
• Experience with Smartsheet.
• Strong analytical skills with demonstrated ability to improve administrative processes.
• High levels of integrity and discretion.
• Strong communication, ownership, and partnering skills.
• Ability to work in an ambiguous, self-directed environment.
• Ability to handle a high volume of tasks with minimal direction and manage multiple assignments simultaneously.

Embedded within an administrative operations team, the Administrative Analyst coordinates procurement processes, vendor relations, and expense reporting while supporting cross-departmental data collection and policy improvement. Working closely with the accounting team, suppliers, and internal departments, this role enables accurate financial compliance, timely purchasing, and continuous improvement of administrative procedures.

Core Responsibilities

• Coordinate with various departments to organize the procurement process and obtain necessary approvals.
• Receive purchase requests, obtain price quotes from suppliers, and schedule deliveries or negotiate terms and conditions.
• Collaborate with suppliers to resolve daily issues and manage vendor relations and partnerships.
• Process employee credit card expense reports, including receipt verification and entry into the accounting system.
• Assist the accounting team with supporting information for audits and financial institution compliance.
• Locate and collect information for analysis across departments, and implement improvements to administrative policies, procedures, and processes.

Qualifications & Experience

• Minimum 1 year of experience in a similar position.
• Experience at a Software Development outsourcing company is desirable.
• Excellent verbal and written communication, interpersonal, and presentation skills.
• Organized and detail-oriented.
• Ability to manage multiple projects simultaneously and deliver effectively.

A key member of the executive leadership support team, the Administrative Analyst manages active calendars, confidential correspondence, complex travel plans, and Board of Directors liaison functions at the C-Suite level across a broad organizational scope. Collaborating across internal departments, senior management, the Board, and external partners, this role ensures executive teams are informed, commitments are met, and high-stakes meetings from Town Halls to board sessions are executed without interruption.

What You'll Do

• Complete a wide variety of administrative tasks, including managing an active calendar, completing expense reports, preparing confidential correspondence, and arranging complex travel plans.
• Use current office applications and technologies to create and edit presentations, reports, documents, and correspondence.
• Provide a bridge for smooth communication between the executive team and internal departments, building relationships and trust.
• Keep the executive team well informed of upcoming commitments and responsibilities, and follow up on existing or potential issues.
• Prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to successful completion.
• Manage special projects, some of which may have organizational impact.
• Coordinate Town Hall meetings, board meetings, senior management team meetings, and a variety of other internal and external meetings, including agendas, participants, conference rooms, videoconference setup, catering, and follow-up items.
• Serve as administrative liaison to the Board of Directors, assisting with travel, lodging, and meal planning as needed.

Professional Experience

• Progressive administrative support experience at the C-Suite executive level.
• Proficient in Microsoft Office.
• Excellent interpersonal, organizational, and time management skills.
• Strong follow-up discipline.
• Ability to work independently, handle highly confidential information, meet strict deadlines, and take and transcribe formal meeting minutes.
• Ability to research and resolve issues, analyze problems, and develop solutions.
• Ability to communicate effectively with all levels of management.
• Ability to work in a fast-paced environment and meet workload requirements.

Reporting to departmental leadership, the Administrative Analyst coordinates meetings, prepares reports, processes expense and invoice transactions, and supports new hire onboarding and travel arrangements for GSMs and the broader sales and marketing function. Partnering with internal and external customers as an information source on departmental policies, this role ensures that data systems, organizational charts, and operational workflows remain accurate and aligned with business objectives.

Key Responsibilities

• Coordinate meetings, including leadership, business unit, team building, new brand launches, and conference calls, ensuring timely schedule changes and communication across participants.
• Work closely with internal and external customers to meet service needs and act as an information source on departmental policies and procedures.
• Prepare regular reports on customer and business documentation and service goals, support Anaplan/flash reporting, and price collection requests.
• Complete assignments using MS Office tools, including reports, formal correspondence, presentation materials, memos, and record keeping, and maintain filing systems, including SharePoint.
• Process expense reports, purchase card reports, and invoices per accounts payable procedures, support new vendor set-ups, POs, and follow up on outstanding invoices.
• Assist with new hire onboarding IT requests, new item set-up and CCPs, sample and hospitality requests, and coordination of time-sensitive distribution material to sales and marketing.
• Coordinate travel and itineraries for GSMs, including air, hotel, and car, and schedule department meetings, compile and distribute agendas, and arrange catering as needed.
• Update and maintain organizational charts, region contact forms, and function-specific databases; order, track, and maintain office supplies; coordinate office equipment maintenance with IT.

Required Qualifications

• Four-year college degree preferred.
• Office administrative support experience with senior management.
• Exceptional skills in Mac and PC, Outlook, Word, Excel (including pivot tables), and PowerPoint.
• Strong calendaring, event planning, organizational, and time management skills with the ability to prioritize.
• Excellent verbal and written communication skills across all levels of management, vendors, and business partners.
• High degree of accuracy, attention to detail, and confidentiality.
• Ability to coordinate multiple projects with deadlines and make sound decisions where no established procedures exist.

The Administrative Analyst delivers a broad range of administrative support functions, including document preparation, travel coordination, calendar management, and monthly client reporting within a professional office environment. The work directly supports internal and external client relationships by maintaining filing systems, managing correspondence and meeting logistics, and ensuring the steady flow of operational resources across the department.

Core Functions

• Prepare memoranda, letters, proposals, charts, tables, and other documents using various software packages, and provide support through copying, faxing, and mailing.
• Coordinate with assigned staff or department to create moderately complex correspondence, spreadsheets, and visual presentations for projects.
• Answer telephones, provide general information, transcribe messages, and direct callers to appropriate staff or voicemail.
• Compile moderately complex documents and information for reports, informational packages, and presentation materials.
• Maintain departmental filing and tracking systems, including off-site storage coordination.
• Maintain calendars, schedule meetings and conference calls, prepare meeting materials, coordinate site reservations, food orders, and attendance confirmations.
• Coordinate travel arrangements, including air, hotel, and car rentals, develop travel itineraries and assist with expense forms, produce monthly reports for internal and external clients.
• Review and distribute mail, ensure office equipment is adequately maintained, order and maintain office supplies, process invoices, and provide backup coverage for other areas as needed.

Qualifications & Experience

• High School Diploma or GED.
• Proficient in Microsoft Word, PowerPoint, Excel, and Outlook.
• Good proofreading and editing skills.
• Effective verbal and written communication skills.
• Excellent interpersonal skills.
• Detail-oriented with the ability to take initiative to meet deadlines.
• Ability to maintain discretion regarding personnel and industry-related matters.

Sitting at the intersection of credit risk management and client portfolio administration, the Administrative Analyst prepares client letters, monitors arrears, updates loan information in CLICS, and maintains file monitoring systems in accordance with BDC credit risk policies. Operating across team support, knowledge sharing, and external resource coordination, this role enables consistent application of lending policies and sustained service quality for clients and internal stakeholders.

Areas of Ownership

• Prepare and revise client letters and professional documents in accordance with appropriate processes, ensuring accuracy of information, completion of required forms, and follow-up.
• Actively participate in portfolio administration, including basic requests, arrears monitoring, current account documentation, and action plans in accordance with BDC credit risk management policies.
• Follow up on outstanding elements, including financial statement requests and loan confirmations, ensuring forms and information are accurate and signatures obtained.
• Update client data and loan information in systems, including CLICS, and maintain an effective file monitoring system.
• Prepare or review management reports, perform assigned office administration tasks, and provide excellent customer service to clients and external resources.
• Provide administrative support to team members, support new team members with knowledge sharing, and develop and maintain a strong internal network to ensure consistent application of policies and procedures.

Education & Experience

• College diploma in commerce, business administration, or accounting.
• Minimum four years of relevant experience.
• Good knowledge of lending systems, credit policies, and practices.
• Good knowledge of MS Word, Excel, PowerPoint, and Outlook.
• Good organizational skills.
• Ability to set priorities, meet tight deadlines, identify and resolve basic issues.
• Excellent verbal and written communication skills.
• Creative, flexible, and cooperative team player with the ability to work independently.
• Adapt to a changing environment.

The Administrative Analyst crafts audit trails, payment processing workflows, and cross-departmental reports by leveraging databases, spreadsheets, and analytical tools to verify transactions and drive process improvement. The work directly supports supervisors and leadership by maintaining calendars, managing correspondence, and delivering timely research and analysis that keeps contracts, invoices, and organizational operations running accurately.

Performance Expectations

• Collaborate across departments to meet reporting deadlines and organizational goals.
• Develop strategies and recommendations to improve existing processes.
• Use databases and spreadsheets to audit, report, and track assignments, contracts, and invoices.
• Verify transactions against internal and external documents and process payments on time.
• Proofread documents, collate comments and edits, and create and edit newsletters and flyers.
• Prepare expense reports, manage travel arrangements, maintain supervisors' calendars, schedule meetings, and prepare agendas and meeting materials.
• Field telephone calls, maintain contact lists, scan and file documents, and work with the front desk to distribute department mail.
• Conduct research, compile reports, and provide analysis as needed.

Required Qualifications

• Associate degree in Business Administration, Agricultural Business, or a related field is a plus.
• Administrative, analyst, or reporting-related work experience.
• Prior agricultural industry knowledge is a plus.
• Microsoft Office (Outlook, Excel, PowerPoint, and Word) experience.
• Database development or data visualization software, such as Tableau is a plus.
• Excellent verbal and written communication skills.
• Ability to analyze data to identify underlying principles, reasons, or facts by breaking down information.
• Ability to work independently and in cross-functional teams.
• Ability to prioritize, adapt, and multi-task in a fast-paced, changing environment.

Reporting to attorneys in a music publishing legal department, the Administrative Analyst manages agreements, confidential correspondence, and complex legal documents, including contracts, licenses, and memoranda across an active legal and financial workload. Partnering with internal legal staff and external resources on song information, check requests, and scheduling, this role enables accurate, timely document processing and supports the integrity of legal and publishing operations.

Accountabilities

• Maintain records, files, contacts, and documentation for legal and related financial matters.
• Provide administrative support to two attorneys and prepare agreements and files for briefing.
• Assist in gathering and reviewing supporting materials for agreements, including song information.
• Prepare check requests, complete necessary documentation, and process incoming and outgoing mail and correspondence.
• Schedule, coordinate, and maintain a calendar of appointments, meetings, expense reports, and travel itineraries.
• Prepare, transcribe, and process correspondence, reports, contracts, agreements, licenses, memoranda, presentation materials, and other confidential or complex documents.

Education & Experience

• High school diploma required, baccalaureate degree with coursework in music publishing law and business preferred.
• 2 years of progressively responsible office experience, preferably within a legal department in a music publishing or related business.
• General computer skills with working knowledge of Microsoft Office - advanced proficiency in WordPerfect, Word, Excel, and PowerPoint preferred.
• General office practices, including typing, filing, and office appliance operations.
• Ability to handle and safeguard confidential and proprietary information.
• Ability to read and extract critical data from materials and documents.
• Detail-oriented self-starter with strong written and verbal communication skills.
• Strong work ethic, ability to meet deadlines, and handle multiple diverse assignments.

Administrative Analyst runs weekly accounts payable reports, budgetary tracking, and vendor relationship management in support of resource and data administration functions. Success in the position means delivering accurate ad-hoc analysis, organized archiving, and timely end-of-month reporting that enables leadership and all levels of internal management to make well-informed operational decisions.

Delivery Expectations

• Check the accuracy of charges against quoted rates and enter data into spreadsheets and various software packages.
• Run weekly reports and submit to accounts payable; review and update budgetary reports regularly, and prepare end-of-month reporting.
• Organize and plot data to assist with analysis and decision-making.
• Prepare ad-hoc reports, analyses, and special projects.
• Provide administrative support across all areas, including scheduling, paper data organization and archiving, and other duties as assigned.
• Develop and maintain business relationships with vendors and interact effectively with all levels of employees.

Skills & Qualifications

• Bachelor's degree preferred or equivalent work experience.
• Valid driver's license with a driving record acceptable to the company's auto insurance carrier required.
• Strong computer and internet research skills.
• Advanced proficiency in MS Word, Excel, PowerPoint, and Adobe Acrobat.
• Ability to operate a variety of standard office equipment and train others in system usage.
• Excellent verbal and written communication skills.
• High level of interpersonal skills with the ability to handle sensitive and confidential situations.
• Ability to analyze, gather, and summarize data for reports and find solutions to administrative problems.
• Ability to establish priorities, maintain attention to detail, and meet deadlines.
• Ability to multitask and work in a fast-paced environment without supervision.
• Flexibility with excellent project coordination experience across all levels of internal management, staff, clients, and vendors.

Embedded within a Learning Commons department at a CSU, the Administrative Analyst administers the StanTutor platform, coordinates testing services for students and the community, and manages complex budgets across multiple funding sources to advance academic achievement and retention. Working closely with OIT, the platform provider, faculty, and campus partners, this role enables equitable and accessible testing environments, CSU policy compliance, and data-informed program improvements that serve undergraduate and graduate student success.

Executive Functions

• Prepare and process travel requests, reimbursements, purchase requisitions, procurement processes, and other financial transactions for the department.
• Analyze budgets by tracking expenditures, reviewing charges for accuracy, aligning funding sources across multiple accounts, and conducting cost analysis and financial planning, including grant applications and collaborative programs.
• Conduct budget accounting functions, including tracking supplies and services, balancing financial and payroll reports, and reconciling with PeopleSoft for general fund and trust accounts.
• Serve as primary administrator of StanTutor, maintaining connections with university databases, setting scheduling parameters, developing student and public interfaces, creating payroll and schedule reports, and coordinating communications.
• Act as liaison between OIT and the platform provider to maintain campus technology compliance, integrate with campus systems, and resolve issues.
• Train students, staff, and faculty on StanTutor and maintain a training library with accessible resources and video tutorials.
• Generate monthly, end-of-semester, and year-end reports and dashboards from multiple systems; assess StanTutor functions and user experiences to adjust communications and recommend system changes.
• Administer testing programs, ensuring quality, security, validity, and reliability.
• Develop and prepare test supervisors and proctors.
• Coordinate annual testing schedules with campus partners.
• Maintain security of test materials and confidentiality of student records in compliance with California law and CSU policy.

Minimum Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Minimum 3 years of administrative work experience involving study, analysis, and evaluation leading to the development or improvement of administrative policies, procedures, or programs.
• Earned Master's degree or post-baccalaureate units preferred.
• Equivalent of 2 years of experience in professional student services, budget administration, or database management platforms, preferably at a CSU.
• Knowledge of learning center functions and personnel practices.
• Working knowledge of operational and fiscal analysis, budget policies and procedures, public administration principles, and outside regulations about the applicable program.
• Knowledge of assessment instruments, data collection, and analysis.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Skill in developing, evaluating, and interpreting policies and programs to develop sound conclusions and recommendations.
• Demonstrated ability to work independently, anticipate problems proactively, establish effective working relationships, train others, provide lead work direction, and present information effectively in written or presentation form.