Administrative Support Specialist

2 weeks ago

Arlington, Virginia, United States US Federal Solutions Full time
Position Overview

U.S. Federal Solutions, Inc. (USFS) is a prominent management consulting firm situated in the DC metro area, dedicated to providing exceptional strategic planning, performance management, program management, and administrative support services to federal and state entities.

Role Summary:

We are currently in search of an Administrative Specialist to deliver comprehensive administrative assistance to our U.S. Government client. This role is pivotal in ensuring smooth operations and effective communication within the organization.

Key Qualifications:

  • Associate's degree is mandatory.
  • Possession of an active DoD Secret Clearance is essential.
  • Proficiency in the Defense Travel System (DTS) and Task Management Tool (TMT) is required.
  • A minimum of three (3) years of relevant experience working with Department of Defense Headquarters or Federal Headquarters personnel.

Essential Responsibilities:

  • Demonstrate familiarity with federal government and military protocols, customs, and agency-specific processes.
  • Oversee and manage calendars for senior executives.
  • Plan, coordinate, and execute events as directed by government officials.
  • Ensure venue arrangements (both on-site and off-site) are secured in advance by liaising with the appropriate coordinators.
  • Prepare presentations in the specified formats within the required timelines.
  • Develop a comprehensive guide detailing the support responsibilities for each office, directorate, and division.
  • Handle inquiries and visitors to the front office and various divisions.
  • Draft and prepare correspondence, reports, memoranda, presentations, and ready-to-send emails.
  • Review documents for accuracy, compliance with procedural requirements, and quality control for grammar and formatting.
  • Assist in managing video teleconferences (VTCs) and SharePoint sites.
  • Monitor and track correspondence to ensure compliance with deadlines.
  • Conduct quality control reviews of all documents to maintain high standards of correspondence.
  • Maintain filing and record-keeping systems in accordance with established guidelines.
  • Administer the agency's Task Management Tool (TMT) in alignment with operational instructions.
  • Manage the Defense Travel System (DTS) for various agency divisions.
  • Support responses to inquiries from senior government officials, industry leaders, and international representatives.
  • Provide mentorship and guidance to junior team members.
  • Assist with formal organizational ceremonies and engagements, as well as industry-specific presentations.
  • Exhibit proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.

Office Hours:

  • Standard working hours are from 0800 to 1700, Monday through Friday.

Employee Benefits:

  • Comprehensive employer-paid Medical, Dental, and Vision insurance.
  • 401K plan with employer matching contributions.
  • Paid Time Off (PTO).
  • Eleven Federal Holidays.
  • Additional voluntary benefits including Short/Long Term Disability, Term Life, and Accidental Death & Dismemberment Insurance.

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