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US Federal Solutions

Administrative Specialist

Administrative SupportConfirmed live in the last 24 hours
Full-timeWashington, DC, USA

About the Job

Requirements

  • An associate degree or equivalent education is required.
  • A minimum of four years of professional administrative support or office management experience is required.
  • Previous experience supporting an office, senior executive, or Senior Executive Service personnel is required.
  • An active Secret clearance is required.
  • U.S. citizenship is required.
  • Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, is required.
  • Experience managing calendars, scheduling meetings, preparing correspondence, and maintaining official records is required.
  • The candidate must be able to manage multiple priorities, competing deadlines, and high-visibility assignments.
  • The candidate must be able to prepare professional correspondence and communicate with senior leadership.
  • The candidate must be able to exercise independent judgment, maintain confidentiality, and resolve administrative issues with minimal supervision.
  • The candidate must be able to work independently and collaboratively in a professional government office environment.

Responsibilities

  • Manage daily administrative operations to ensure efficient and uninterrupted support to assigned SSP offices and technical branches.
  • Prepare, review, format, and process official Navy correspondence, memoranda, reports, presentations, and other business documents in accordance with established Navy policies and procedures.
  • Maintain organized electronic and physical filing systems in compliance with Navy records management and document retention requirements.
  • Coordinate official government travel arrangements using the Defense Travel System (DTS) in accordance with applicable travel regulations and SSP policies.
  • Process incoming and outgoing correspondence, manage office communications, and maintain accurate administrative records.
  • Coordinate office supply requests, maintain organizational contact lists, and support general office operational requirements.
  • Manage complex calendars, appointments, and scheduling priorities for assigned leadership and organizational personnel.
  • Coordinate meetings, conferences, briefings, and video teleconferences, including scheduling facilities, preparing agendas, and organizing supporting materials.
  • Attend meetings, prepare accurate meeting minutes, document decisions, and distribute relevant information to stakeholders.
  • Track meeting action items, follow up with responsible personnel, and ensure assignments are completed within established deadlines.
  • Assist in planning and coordinating high-priority meetings and organizational events involving government leadership and technical personnel.
  • Track and prioritize administrative assignments, projects, deadlines, and deliverables to ensure timely completion.
  • Maintain organizational calendars and tracking mechanisms to monitor important activities, milestones, and suspense dates.
  • Facilitate communication and coordination among SSP leadership, technical branches, and administrative personnel.
  • Identify administrative inefficiencies and recommend practical improvements to support office productivity and workflow management.
  • Exercise independent judgment to resolve scheduling conflicts, administrative challenges, and competing priorities.
  • Draft and edit technical and administrative correspondence, reports, briefing materials, and presentations for government leadership.
  • Gather, organize, and synthesize information from multiple sources to support management decision-making.
  • Coordinate responses to internal and external inquiries, ensuring accurate and timely communication.
  • Maintain official records using SSP-approved records management systems and established document control procedures.
  • Support the preparation and distribution of leadership briefings, meeting materials, and program documentation.
  • Handle sensitive information in accordance with Department of Defense, Department of the Navy, and SSP security requirements.
  • Support security-related administrative activities, including visitor coordination, security documentation, and authorized personnel escort duties.
  • Ensure administrative activities comply with applicable cybersecurity, information assurance, and records management requirements.
  • For assignments supporting the SSP Security Office, use the Defense Information System for Security (DISS) to manage security information and coordinate visit requests.
  • Complete required SSP training in DTS, Navy Correspondence, Records Management, SSP Mail and Records Tracking System (SMARTS), and SSP Enterprise Archive System (SEAS).

Desired Qualifications

  • A bachelor's degree in Business Administration, Management, or a related discipline is preferred.
  • Previous administrative or office management experience supporting the Department of Defense, Department of the Navy, or another federal agency is preferred.
  • Experience supporting senior military officers, Senior Executive Service personnel, or senior government leadership is preferred.
  • Familiarity with the Defense Travel System (DTS), Navy correspondence standards, and federal records management requirements is preferred.
  • Experience using government document management, correspondence tracking, and administrative workflow systems is preferred.
  • Familiarity with SSP systems, including SMARTS and SEAS, is preferred.
  • Experience coordinating meetings, preparing executive-level briefings, and managing complex administrative assignments in a secure government environment is preferred.

About the Company

US Federal Solutions

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