Administrative Specialist

This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while ensuring seamless administrative and operational support for leadership and program staff.

Duties include, but not limited to:

• Executive Support & Communication:

  • Keep leadership informed of mission-related issues and key updates.
  • Monitor progress on various taskings and initiatives, ensuring timely execution.
  • Provide information and background materials for program events.
  • Draft official documents for leadership approval and signature.
  • Disseminate program policies and initiative guidance across the organization.

• Meeting & Conference Coordination:

  • Schedule, coordinate, and support physical and virtual meetings.
  • Prepare background information and invite required participants.
  • Maintain and file meeting documentation, including attendance logs, minutes, and action items.
  • Manage scheduling and technical requirements for video and online conferencing.
  • Maintain logs and instructions for conferencing equipment setup and execution.

• Administrative & Office Management:

  • Prepare correspondence, reports, papers, and briefings following applicable policies and templates.
  • Maintain appointment calendars and conference room schedules.
  • Answer telephones, forward messages, and respond to routine inquiries.
  • Support coordination, distribution, and tracking of action items and suspense responses.
  • Provide recommendations on administrative and office management processes.
  • Assist with file management and document updates for the program office.

• Travel & Logistics Support:

  • Assist with travel planning, arrangements, and execution per the Defense Travel System (DTS) and Defense Travel Administrator's Manual.
  • Ensure proper coordination of travel documentation and logistics.
  • Forward messages to program team members and provide Government-approved responses as required.
  • Learn/track the Aircraft and Personnel Automated Clearance System (APACS) for the submission of country clearance data

Citizenship: Must be a US citizen

Clearance: Must hold an active US Security Clearance

Education: Bachelor's degree with 3 years experience, 1 of which must be in the DoD OR, 5 years of directly related experience, 5 of which must be in the DoD

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with Microsoft Project, SharePoint, and DoD workflow systems

Interpersonal Skills

• Excellent communication and briefing skills for senior leadership and stakeholders
• Strong organizational and multitasking abilities in a fast-paced environment
• Proactive problem-solving mindset with attention to detail