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Administrative Support Specialist

2 months ago

Bethesda, Maryland, United States Diverse Systems Group LLC Full time
Job Description

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.

Key Responsibilities:

  • Office Management: Manage office supplies, equipment, and facilities to ensure seamless 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 responding to inquiries 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:

  • Supervisory Responsibility: No
  • Skills & Abilities:
    • 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.

Preferred Skills:

  • 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.

Education/Experience:

  • 5 years of experience in a related field (with an Bachelor's degree) or 10 years of experience in a related field
  • Proven experience in an administrative support role or similar position.

Certification(s):

N/A

Clearance:

Must be able to obtain and sustain a Public Trust clearance.