Senior Specialized Administrative Support Officer

Senior Specialized Administrative Support Officer

Requirements

• Minimum of 5 years of experience in executive administrative roles
• At least two years of experience supporting senior leadership
• BA/BS in related field, additional four years of direct experience may replace education requirement
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with government purchasing systems and procedures
• Strong organizational, communication, and multitasking skills with a proven ability to prioritize tasks
• Experience managing complex project schedules and deliverables
• Knowledge of human resource functions, including onboarding, timesheets, and performance management

Responsibilities

• Balancing the schedules of C-suite executives with conflicting priorities, ensuring all meetings, appointments, and travel plans are seamless and strategically prioritized
• Acting as a Gatekeeper: Screening calls, emails, and visitors, deciding which require the executive’s attention and which can be delegated or handled independently
• Manage, synchronize, and deconflict executive calendars, schedule meetings across multiple time zones, prepare agendas and materials
• Prepare, review, and disseminate reports, presentations, and other documents for internal and external stakeholders
• Coordinate domestic and international travel, prepare expense reports, and handle travel logistics
• Serve as a key point of contact for executive offices, facilitating communication between departments within the organization and external agencies in the DoD and IC, and maintaining confidentiality
• Purchase and track office supplies, equipment, and materials in accordance with the organizations policies and budget limitations
• Manage cross-functional projects, assisting executives with budget preparation and tracking, summarizing financial reports, and managing purchase orders
• Collaborate with finance teams to ensure various budget estimates are prepared and available for senior management review
• Support project managers by tracking project timelines, schedules, and deliverables, ensuring resources are available deadlines met
• Optimize project management documentation and organize project-related meetings
• Oversee onboarding new employees, including processing security access and coordinating personnel paperwork
• Support HR functions, including employee scheduling, timesheet approvals, and benefits inquiries
• Assist in performance evaluations by organizing and maintaining records and ensuring compliance with HR policies
• Provides mentorship and guidance to office staff in all aspects of Administrative Support
• Protecting highly confidential company information, executive communications, and strategic documents

Preferred Qualifications

No preferred qualifications provided.