Administrative Support Specialist

4 weeks ago

Bethesda, United States Diverse Systems Group LLC Full time
Job DescriptionJob DescriptionDescription:

Position Title:

Administrative Support Specialist, Senior-Level

Position Overview:

The Administrative Support Specialist plays a vital role in ensuring smooth operations within the organization by providing administrative assistance to various departments and personnel. They are responsible for handling a wide range of administrative tasks efficiently and effectively. This position will require deployment to disaster areas. Federal Emergency Management Agency (FEMA) will require the individual to deploy to a covered disaster are within 48 hours of notification.

The deployment areas will cover FEMA regions 3 & 4, Delaware, DC, Maryland, Pennsylvania, Virginia, West Virginia, Alabama, Mississippi, Florida, North Carolina, South Carolina, Georgia, Kentucky, and Tennessee.

Key Responsibilities:

  • Office Management: Manage office supplies, equipment, and facilities to ensure smooth operations. Coordinate maintenance and repairs as needed.
  • Administrative Assistance: Provide administrative support to executives, managers, and team members, including scheduling meetings, making travel arrangements, and preparing reports and presentations.
  • Communication: Serve as a point of contact for internal and external communications, including answering phones, responding to emails, and routing correspondence to the appropriate personnel.
  • Data Entry and Record Keeping: Maintain accurate and up-to-date records, databases, and filing systems. Enter data and update records as necessary.
  • Document Preparation: Assist in drafting and formatting documents, letters, memos, and other correspondence. Proofread and edit documents for accuracy and clarity.
  • Event Coordination: Assist in planning and coordinating company events, meetings, and conferences. Arrange logistics, book venues, and coordinate catering and other services.
  • Customer Service: Provide exceptional customer service to clients, visitors, and employees. Address inquiries and resolve issues in a timely and professional manner.
  • Project Support: Assist with various projects and initiatives, including research, data analysis, and coordination of tasks and deadlines.
  • Financial Support: Assist with basic financial tasks such as processing invoices, expense reports, and purchase orders. Coordinate with accounting and finance departments as needed.
  • General Support: Perform other administrative tasks and duties as assigned, contributing to the overall efficiency and effectiveness of the organization.


Requirements:

Qualifications:

  • 10 years of experience in a related field (with a bachelor’s degree) or 15 years of experience in a related field.
  • Proven experience in an administrative support role or similar position.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
  • Strong attention to detail and accuracy in completing tasks.
  • Effective communication skills, both verbal and written.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Strong interpersonal skills and the ability to work collaboratively with colleagues at all levels.
  • Flexibility and adaptability to changing priorities and environments.
  • Flexibility to work irregular hours, including evenings, weekends, and holidays.
  • Willingness to travel and work in disaster-affected areas for extended periods, often in challenging conditions.
  • Live within driving distance of a metropolitan airport.
  • Must be able to obtain and sustain a Public Trust clearance.

Additional Skills (Preferred):

  • Experience with office management software and systems.
  • Knowledge of basic accounting principles and financial procedures.
  • Familiarity with project management tools and techniques.
  • Customer service experience.

Nice to Have:

  • Completed the following FEMA Courses:
  • IS-1000 Public Assistance Program and Eligibility
  • IS-1001 The Public Assistance Delivery Model Orientation
  • IS-1002 FEMA Grants Portal – Transparency at Every Step

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