Corporate Administrative Specialist

The Corporate Administrative Specialist is responsible for supporting executive leadership and office operations through a wide range of administrative, logistical, security, organizational tasks. This role ensures smooth daily functioning of the office, supports company events, manages memberships, and coordinates with internal and external stakeholders.

Key Responsibilities include but are not limited to:

1. Executive & Team Support

- Schedule 1:1s and meetings for direct reports and executives

- Review and manage executive emails and submit hours to payroll

- Prepare and submit medical FSA reimbursements

- Prepare AMEX reconciliations and charitable contributions

- Prepare and distribute monthly Company Wide Town Hall presentations.

- requires the collaboration from stakeholders and consolidation of slides to submit for final distribution to leadership.

2. Membership & Event Coordination

- Manage memberships for organizations such as AWE, IEEE, Vistage, NDIA, BLF, Vistage and others

- Arrange annual hosting meetings, Union League meetings, and reservations

- Organize company and team events, including hotel arrangements, travel, food, gifts, and entertainment

- Coordinate BLC off-site planning, including hotel selection, agenda preparation, speaker arrangements, and dinner reservations

3. Office Operations

- Order office supplies and oversee supply accounts (Staples, Amazon) for multiple locations

- Approve monthly invoices for office supplies, wireless services, and maintenance

- Manage office contracts (copier, HVAC, Datawatch, Verizon, Pitney Bowes, UPS etc.)

- Oversee office construction, lease renewals/terminations, and office opening/closing logistics

4. Technical & Administrative Support

- Provide technical support and order drivers

- Control Datawatch cards for new hires and terminated employees

- Manage Verizon wireless accounts and devices

- Prepare badges for new hires and maintain employee photo records

-manage and maintain Photo Libraries and Recordings Libraries/Channels

5. Communication & Documentation

- Prepare agendas and distribute to relevant stakeholders

- Update emergency contact lists and distribute as needed

- Prepare press releases and coordinate with business unit leaders and contracts managers

- Update company website and InSite with department updates, org charts, photos, and event decks

- Create or maintain organization charts and maintain a library for historical reference.

- Post corporate messages, news or updates for all social media platforms.

- Support DSA's FSO with all compliance related requirements.

6. Mail & Shipping

- Check and manage office mail, scan and distribute documents, and oversee UPS deliveries

- Order supplies for mailing machines and manage off-site file storage logistics

Other Duties

- Coordinate scholarship awards and prepare related documentation

- Oversee membership renewals for professional organizations

- Support HR with gifts purchases for employees and manage new hire/termination processes

- Serve as switchboard operator and update phone directory

Required Skills & Qualifications

- Strong organizational and multitasking abilities

- 2 years or more of related Security experience.

- Excellent communication and interpersonal skills

- Experience with office management systems and supply ordering

- Ability to coordinate events and manage logistics

- Proficiency in preparing reports, reconciliations, and documentation

- Technical aptitude for supporting office equipment and systems

- Active DOD TS Clearance

- 4 Year College Degree from an accredited university.

Many of DSA's positions require the ability to obtain a security clearance. Security clearances may only be granted to U.S. citizens. In addition, applicants who accept a conditional offer of employment may be subject to government security investigation(s) and must meet eligibility requirements for access to classified information. DSA is proud to be an Equal Opportunity Employer. DSA is committed to treating all employees and applicants for employment with respect and dignity and maintaining a workplace that is free from unlawful discrimination. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status. DSA requires background checks , where permitted , by law. DSA is an E-Verify Employer.