Administrative Support Specialist

Company: Iron Mountain
Location: Olathe
Posted on: May 23, 2023

Job Description:

At Iron Mountain we protect what our customers value most, from the everyday to the extraordinary. We build customer value around the world with a passion for preserving the physical, transforming the digital, and respecting the environmental. We pioneered the industry for global records and information management and have established some of the best customer relationships in the industry with 95% of the Fortune 1000 companies among our 225,000 loyal customers. Here, you'll bring your expertise and creativity to a workplace that thrives on continuous improvement. Here, you'll be part of a global workforce that embraces the differences among us. And here, we'll encourage you to Climb Higher for the benefit of our customers and each other. There is so much more, but enough about us. We can't wait to hear about YOU.The Operations Support Specialist will be responsible for the coordination of operations activities and ensuring proper support of Facility Director/Manager. S/he handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment. S/he will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes. The ideal candidate will be dynamic, high-energy, organized, and able to support cross-functional coordination in a fast-paced environment and possess excellent judgment. S/he will be required to be available during regular business hours, and on limited occasions- evenings/weekends- depending on staff needs.Responsibilities:* Provide general administrative support to the facility operations team, which includes but not limited to creating, maintaining and editing paperwork, documents, spreadsheets, and files.* Manage external contacts for Facility Director/Manager, proactively understanding who they are, which are priority contacts and keeping track of prioritized external activities.* Ability to anticipate the Director/Manager needs and proactively bring together appropriate people and resources to support them in addressing issues.* Manage daily KPI calls and documentation, invitation list and guest attendance.* Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events.* Manage Operations travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, and other necessary preparations.* Act as the lead in preparation for internal staff meetings and all hands meetings. This includes tracking, monitoring and following the progress of open action items, communicating the agenda, and setting the timetable, and developing presentation materials.* Support the onboarding process for new exempt employees in the facilities.* When necessary, assists with facility visitors and celebratory activities including, ordering food and supplies, room set-up, etc.* Process and maintain expenses for the Facility Directors/Managers.* Completes special projects as requested.Key Skills, Requirements and Competencies:* Bachelor's degree or equivalent experience.* Minimum 3-5 years or equivalent work-related experience supporting Director level.* Demonstrated ability to handle confidential information appropriately.* Highly proficient in the following software programs: (Doc/Word, Sheets/Excel, Slides/PowerPoint, databases).* Experience in administrative preparation of presentations.* Excellent written and verbal communication skills.* Ability to stay focused, efficient, and effective in managing multiple priorities.* Professional demeanor and ability to defuse emotional situations in a calm manner.* Strong interpersonal skills and good judgment.* Proven ability to work independently to achieve accomplishments.* Ability to communicate effectively with all levels of employees and outside contacts.* Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment* Ability to provide after hours and flexible support a must.Category: Administrative ServicesIron Mountain Incorporated, founded in 1951, is the global leader for storage and information management services. Trusted by more than 225,000 organizations around the world in approximately 50 countries, Iron Mountain stores and protects billions of valued assets, including critical business information, highly sensitive data, and cultural and historical artifacts.Providing solutions that include information management, digital transformation, secure storage, secure destruction, as well as data centers, cloud services, and art storage and logistics, Iron Mountain helps customers lower cost and risk, comply with regulations, recover from disaster, and enable a digital way of working.Our Cores Values and Code of Ethics are our north star. They provide a solid base for how we do business and behave every day, so each one of us can experience exceptional.If you have a physical or mental disability that requires special accommodations, please let us know by sending an email to accommodationrequest@ironmountain.com. See the Supplement to learn more about Equal Employment Opportunity.Iron Mountain is committed to a policy of equal employment opportunity. We recruit and hire applicants without regard to race, color, religion, sex (including pregnancy), national origin, disability, age, sexual orientation, veteran status, genetic information, gender identity, gender expression, or any other factor prohibited by law.To view the Equal Employment Opportunity is the Law posters and the supplement, as well as the Pay Transparency Policy Statement, CLICK HERERequisition: J0055181

Keywords: Iron Mountain, Olathe , Administrative Support Specialist, Administration, Clerical , Olathe, Kansas