Administrative Specialist

We are in search of an Administrative Specialist II or Administrative Specialist III to join our Learning and Research department in Spokane, Washington (Headquarters). This full-time position reports to the VP, BMC and Advising and provides comprehensive administrative and program support for the Family Business Facilitation practice and Learning and Research. Coordinates client and service-request processes, assessments, communications, scheduling, meeting and event logistics, invoicing, vendor payments, educational assistance administration, shared channels, and file and system records. Promotes consistent, responsive service by maintaining detailed work instructions and templates, supporting customers and stakeholders, and proactively improving administrative systems and workflows. This is a great opportunity for someone who brings energy, sound judgment, and a genuine passion for helping others. If you enjoy building relationships, anticipating customer needs, and being the person others can count on, this role is for you.

Compensation Information

The base salary range for this position in Spokane, Washington is:

Level II:
Typical starting range: $44,200 - $58,900
Full base salary range: $44,200 - $66,200
Annual performance-based incentive target is 6% of base.

Level III:
Typical starting range: $48,400 - $64,500
Full base salary range: $48,400 - $72,600
Annual performance-based incentive target is 6% of base.

*Relocation assistance will be provided to eligible candidates who must relocate to accept this position.

Essential Duties

• Facilitation and Customer Support
  • Coordinate, track, and implement all processes and activity for the facilitation practice, from initial client inquiry to post-session reporting and communications.
  • Prepare and administer client assessments, including assessment customization, data entry, tracking responses, and compiling results to share with facilitators and clients.
• Administrative and Program Support
  • Provide general administrative support for the team, including process coordination, system administration, ad-hoc tasks, onsite meeting support, clerical tasks, team reporting, printed materials production, and data validation.
  • Draft and send professional documents and written communications to AgWest customers and staff.
  • Monitor, maintain, and respond to inquiries and requests through shared email boxes, phone, voicemail, and calendars.
  • Plan and reserve meeting rooms, AV, meals, snacks and other event and venue-related details for planning sessions and team meetings at AgWest and third-party facilities.
  • Schedule and confirm participant availability for meetings.
  • Coordinate and administer invoicing and accounts payable processes for third-party vendors, including documentation and approvals.
  • Plan and reserve meeting rooms, AV, meals, snacks and other event and venue-related details for meetings and events at AgWest and third-party facilities.
  • Create and maintain up-to-date, professional, and detailed work instructions and templates.
  • Maintain and assure consistent file organization and administration.
  • Proactively identify and implement enhancements to systems, processes, and templates to increase effectiveness and efficiency, assuring alignment with stakeholders.
  • Perform all duties and maintain all standards in accordance with company policies, procedures, and internal controls.
  • Other duties as assigned.

Travel Requirements

• AgWest employees may occasionally be asked to travel for all-staff or team meetings not included in the standard travel requirements for the role.

Minimum Qualifications

• Generally, requires one to three years’ administrative experience in a professional setting
• Effective time management, project coordination and organizational skills with strong attention to detail and a consistent commitment to accuracy, quality and thorough follow-through
• Ability to manage multiple concurrent projects and workstreams, including interdependencies, while maintaining clear priorities and keeping stakeholders informed
• Demonstrated professional verbal and written communication skills, with the ability to adapt messages for different audiences
• Ability to effectively produce documents in Microsoft Word, Excel and PowerPoint, and effectively utilize multiple and varied software programs
• Ability to maintain confidentiality and demonstrate a high degree of professionalism and discretion in all matters
• Exceptional customer service orientation
• Ability to build effective working relationship
• Demonstrated critical-thinking and problem-solving skills, including the ability to assess information, clarify priorities and exercise sound judgment
• Demonstrated curiosity and commitment to continuous learning, including asking thoughtful questions and quickly developing knowledge of new processes, systems and subject matter
• Associate’s degree or equivalent experience and/or training

Preferred Qualifications

• Experience coordinating administrative processes, service requests, or projects from initiation through completion
• Experience supporting facilitation, training, consulting, or other client-facing professional services
• Experience administering assessment tools, surveys, learning platforms, or comparable systems, including account management, user support, and results reporting
• Experience coordinating meetings or events, including scheduling, participant communications, facilities, audiovisual needs, materials, meals, and vendor arrangements

Workplace Flexibility.

• This position is eligible for coordinated hybrid flexibility

Benefits Offered by AgWest

• Medical, dental, and vision insurance
• Basic term life and AD&D insurance (fully paid for by the company)
• Paid days off annually: 15 vacation*, 15 sick, 12 holidays and 3 volunteer
• 401(k) plan (6% match plus 3% employer contribution)
• Employee Assistance Program
• Wellness Program
• Jeans are welcome at work every day at AgWest!

*Vacation accrual rates increase with tenure.

Details about insurance and retirement benefits are available at:

#LI-Hybrid #LI-Onsite