Administrative Support Specialist

Responsibilities

• 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.
• Interface with Foreign Nationals and Foreign Agencies overseas will be required.
• Interface with High Ranking Military/Civilian members of US and foreign nations is required.
• 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.
• 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.
• Aid in file management and document updates for the program office.
• 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.
• Organizational Compliance Inspection/MICT software Usage, Data Gathering and Input/Maintenance Unit Manning Document Usage, Data Gathering and Input/Maintenance

Qualifications

• Citizenship: Must be a US citizen
• Clearance: Must hold an active Secret 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
• Preferred Qualifications: Bachelor’s degree Technical Skills Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Experience with Microsoft Project, SharePoint, and DoD work-flow 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