Administrative Specialist
Job Summary Seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to a Program Manager. The ideal candidate will be a master of multitasking, possess exceptional communication skills, and thrive in a fast-paced, project-driven environment. This role is crucial for ensuring the efficiency of our program operations and the success of our strategic initiatives by providing seamless administrative and project coordination support. Responsibilities:
Provide administrative support to senior leadership in a DoD Program Office, ensuring smooth daily operations and project coordination.
Coordinate high-traffic schedules, managing multiple calendars for meetings, events, and conferences, ensuring efficient time management and minimizing conflicts.
Book and coordinate Program Manger’s schedule, including clearance submissions, tracking location allowing time for travel, and deconfliction of priorities.
Book and coordinate Industry engagements with OM staff
Book and coordinate Program Manager’s travel arrangements, including flights, accommodations, and transportation, ensuring all logistics are aligned with program needs and travel policies.
Maintain accurate and effective task list and report on progress as needed.
Provide administrative support to senior leadership in a DoD Program Office managing the Program Manager's calendar, including scheduling meetings, appointments, and travel.
Screening and prioritizing communications, such as emails and phone calls.
Preparing and organizing documents for meetings, presentations, and reports.
Maintaining organized digital and physical files.
Manage and organize digital and physical documentation, including official correspondence, program files, ensuring compliance with regulations and procedures.
Maintain confidentiality of sensitive documents; handles sensitive documents with discretion and sound judgment.
Able to react to change productively and calmly while handling other urgent, essential and high-pressure tasks as assigned.
Required Qualifications:
Experience with Microsoft Office products, including Outlook, Word, Excel, PowerPoint, Sharepoint and Teams.
Secret Clearance required.
Experience with proof-reading and routing official correspondence.
Experience coordinating and booking travel for senior government or military leaders.
Minimum (2) years of experience working with DoD or government agency.
Knowledge of Navy or military protocol.
Desired Qualifications:
Demonstrated ability to show creativity, foresight, and mature judgment in solving problems effectively and efficiently.
TS/SCI Clearance desired.
Strong self-starter with proactive approach, able to multitask in a fast-paced environment, prioritize tasks, and work independently with minimal supervision.
Excellent verbal and written communication skills, with the ability to interact professionally with a variety of stakeholders.
