Administrative Support Services Coordinator

3 days ago

Norfolk, Virginia, United States Ironclad Defense Works Full time
Job Overview

The Administrative Support Services Specialist plays a vital role in ensuring the smooth operation of daily activities within NATO's Allied Command Transformation (ACT). This position requires a highly organized and detail-oriented individual who can provide comprehensive administrative support to various departments.

Key Responsibilities
  • Administrative Support: Provide scheduling, calendar management, correspondence handling, and report preparation services to ensure efficient office management and workflow coordination.
  • Document Management: Maintain accurate records, files, and documentation, adhering to NATO's standards and procedures. Facilitate document retrieval and archiving processes.
  • Event Coordination: Assist in planning and organizing events, conferences, and meetings, including logistical arrangements, participant coordination, and material preparation.
  • Customer Service: Serve as the first point of contact for inquiries, providing excellent customer service to internal and external stakeholders. Address and resolve administrative issues in a timely and professional manner.
  • Communication and Liaison: Facilitate communication between departments and external partners, ensuring timely and accurate information flow. Liaise with other NATO bodies, national agencies, and international partners as required.
  • Support to Project Management: Assist project managers with administrative tasks related to project planning, tracking, and reporting. Ensure that project documentation is up-to-date and accessible.
  • Technology and Systems Use: Utilize various NATO information systems and tools to perform tasks efficiently. Provide basic IT support and troubleshooting for office equipment as needed.
Qualifications
  • Education: A high school diploma or equivalent is required. Post-secondary education in business administration or a related field is preferred.
  • Experience: At least 3 years of experience in an administrative or office management role. Experience within an international or military organization is highly desirable.
  • Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with document management systems. Basic understanding of IT support is a plus.
  • Soft Skills: Strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. Excellent communication and interpersonal skills are essential.
  • Clearance: A current SECRET security clearance is required.
Benefits
  • Professional Development: Opportunities for training and development in administrative and operational support within an international setting.
  • International Exposure: Work in a dynamic, multinational environment with the opportunity to support NATO's strategic objectives.
  • Competitive Compensation: Ironclad Defense Works offers a competitive salary package, along with optional comprehensive health benefits.

This position is ideal for individuals who excel in administrative roles and are interested in contributing to NATO's strategic operations. The role requires strong organizational abilities, a keen attention to detail, and the capacity to work effectively in a multicultural environment.

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