Front Desk Administrative Specialist

4 weeks ago

Arlington, United States Arlington County, VA Full time

**Position Information**:
The Arlington Economic Development (AED) is seeking an organized, flexible, and proactive **Front Desk Administrative Specialist** to support administrative operations and the senior leadership team. The position will serve as the primary contact for departmental customers/visitors, streamlining department operations processes, and assisting with emergency planning and facilities management.

This position will work under the AED Operations Director within the Operations Division. The division is responsible for managing AED’s administrative functions, including finance, budget, procurement, information technology, facilities management, and other general services.

Specific duties:

- Managing general front-office tasks, logistics support for staff and visitors, conference room preparation, troubleshooting audio-visual systems, and ensuring smooth operations in public areas and conference rooms;
- Identifying day-to-day operational issues and resolving or escalating them to the appropriate parties;
- Assisting with the management and maintenance of facility-related business continuity of operations planning and emergency management, safety, and risk management functions for the department;
- Managing the Director’s calendar by scheduling appointments, travel arrangements, resolving conflicts, preparing meeting materials, and ensuring meeting rooms are set up appropriately;
- Assisting the events team with coordinating special events and event registration;
- Managing vehicle maintenance, providing justifications for vehicle replacement, and responding to all inquiries regarding AED vehicles; and
- Performing other job-related duties as assigned.
- Seamlessly managing front-office tasks, overseeing facilities, and providing executive-level support;
- Collaborative and adept at working across teams within the department and the County;
- Providing excellent customer service and effective communication skills, including handling inquiries with professionalism and courtesy;
- Managing confidential or sensitive documents; and
- Multitasking, prioritizing tasks, proactive, adaptable, and maintaining meticulous attention to detail in a fast-paced environment.

**Selection Criteria**:
**Minimum**:

- High School Diploma/Equivalent; and
- Considerable experience performing administrative support, including operations, facilities management, and/or supporting executive leadership.

**Substitution**: Completion of college coursework from a college may be substituted for the experience requirement.
**Desirable**: Preference may be given to those with experience in one or more of the following:

- Front desk receptionist;
- Facilities management, including maintenance coordination, space management, and project management;
- Providing administrative support to senior leadership, including calendar management, travel arrangements, and managing confidential information; and/or
- Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and managing office systems.

**Special Requirements**:
A pre-employment criminal records check will be conducted. It may include checks of the following: criminal record, driving record, education, professional licensure, and credit history. You may be required to sign a release authorizing the County to obtain your background information.

**Additional Information**:
**Work Hours**: Monday - Friday, 8:00am to 5:00pm, which may involve occasional night and/or weekend events.

The official job title for this position is Administrative Specialist. The pay ranges listed above are effective June 30, 2024.

As an Employer of Choice, Arlington County offers a generous benefits package. For more information,.

LI-Onsite

The examination process for this position may include: (1) training and experience evaluation; (2) written and oral examination; (3) personal interview; (4) performance test/work sample; and/or (5) physical examination.

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