Office Administration Specialist

1 week ago

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

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

Role Summary:

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

Key Duties:
  • Comprehensive Administrative Assistance: Offer extensive administrative support, including organizing meetings, managing schedules, handling communications, and preparing documentation. Ensure effective office management and workflow coordination.
  • Record and Document Management: Keep precise records, files, and documentation in compliance with NATO's regulations. Facilitate the retrieval and archiving of documents.
  • Event Planning and Coordination: Aid in the organization and planning of events, conferences, and meetings, including logistical arrangements, participant coordination, and material preparation.
  • Client Relations: Act as the primary contact for inquiries, delivering exceptional customer service to both internal and external stakeholders. Address and resolve administrative challenges promptly and professionally.
  • Communication Facilitation: Ensure effective communication between departments and external partners, maintaining timely and accurate information flow. Liaise with other NATO entities, national agencies, and international collaborators as necessary.
  • Project Management Support: Assist project managers with administrative responsibilities 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 perform tasks efficiently. Provide basic IT support and troubleshooting for office equipment as required.
Qualifications:
  • Education: A high school diploma or equivalent is required; post-secondary education in business administration or a related field is preferred.
  • Experience: Minimum of 3 years in an administrative or office management capacity, with experience in an international or military organization being highly desirable.
  • Technical Proficiency: Strong skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with document management systems. Basic IT support knowledge is advantageous.
  • Interpersonal Skills: Excellent organizational abilities, attention to detail, and capacity to multitask in a dynamic environment. Strong communication and interpersonal skills are essential.
  • Security Clearance: A current SECRET security clearance is mandatory.
Benefits:
  • Professional Growth: Opportunities for training and development in administrative and operational support within an international context.
  • Global Exposure: Work in a vibrant, multinational environment while contributing to NATO's strategic objectives.
  • Competitive Salary: Ironclad Defense Works offers a competitive compensation package, including optional comprehensive health benefits.

This position is suited for individuals who excel in administrative functions and wish to contribute to NATO's strategic operations. The role demands strong organizational skills, meticulous attention to detail, and the ability to work effectively in a multicultural setting.

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