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Office Administration Specialist

2 months ago

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

Position: Administrative Support Services Specialist
Department: Administrative Services
Location: Allied Command Transformation (ACT)

Role Summary:

The Administrative Support Services Specialist plays a pivotal role in delivering vital administrative and operational assistance across various sectors within NATO's Allied Command Transformation (ACT). This position is essential for maintaining seamless daily operations, enhancing communication, and supporting the successful implementation of NATO's strategic objectives.

Core Responsibilities:
  • Comprehensive Administrative Assistance: Deliver thorough administrative support, including organizing meetings, managing schedules, handling communications, and preparing documentation. Ensure effective office management and workflow optimization.
  • Record and Document Oversight: Maintain precise records, files, and documentation, ensuring adherence to NATO's protocols and standards. Streamline document retrieval and archiving procedures.
  • Event Planning and Coordination: Aid in the organization and execution of events, conferences, and meetings. Responsibilities include logistical planning, participant coordination, and material preparation.
  • Client Relations: Act as the primary contact for inquiries, providing exceptional customer service to both internal and external stakeholders. Resolve administrative challenges promptly and professionally.
  • Interdepartmental Communication: Facilitate effective communication between departments and external partners, ensuring timely and accurate information flow. Coordinate with other NATO entities, national agencies, and international partners as necessary.
  • Project Management Support: Assist project leaders with administrative tasks related to project planning, monitoring, and reporting. Ensure that project documentation remains current and accessible.
  • Technology Utilization: Employ various NATO information systems and tools to execute tasks efficiently. Provide basic IT support and troubleshooting for office equipment as required.
Qualifications:
  • Education: A high school diploma or equivalent is mandatory. Further education in business administration or a related discipline is preferred.
  • Experience: A minimum of 3 years in an administrative or office management capacity. Experience in an international or military context is highly advantageous.
  • Technical Proficiency: Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with document management systems. Basic IT support knowledge is a plus.
  • Interpersonal Skills: Strong organizational capabilities, meticulous attention to detail, and the ability to juggle multiple tasks in a dynamic environment. Excellent communication and interpersonal skills are crucial.
  • Security Clearance: A current SECRET security clearance is required.
Benefits:
  • Professional Growth: Opportunities for training and development in administrative and operational support within an international framework.
  • Global Exposure: Work in a vibrant, multinational environment with the chance to contribute to NATO's strategic goals.
  • Competitive Salary: Ironclad Defense Works offers an attractive salary package, along with optional comprehensive health benefits.

This role is ideal for individuals who thrive in administrative positions and are eager to contribute to NATO's strategic initiatives. The position demands strong organizational skills, a keen eye for detail, and the ability to operate effectively in a multicultural setting.