Administrative Support Specialist

8 hours ago

Springfield, Illinois, United States GAP Solutions, Inc. (GAPSI) Full time
Job Summary:

Gap Solutions, Inc. (GAPSI) is seeking an experienced Administrative Support Specialist to support a variety of NGA offices. The ideal candidate will have a proven track record of providing highly experienced administrative support to mid- to upper management levels of an office.

Key Responsibilities:

Maintain executive calendars in Microsoft Outlook to include scheduling meetings, sending meeting invites, reserving conference rooms, setting up Video Teleconference (VTC) or WebEx connections, and deconflicting meetings based on executive priorities.

Independently anticipate and provide responsive administrative support to facilitate completion of all organizational mission requirements, executing a broad range of administrative responsibilities with some tasks occurring routinely and/or on an ad hoc basis per real-time needs of the office.

Provide the office with a centralized source of administrative expertise and guidance, which ultimately affects the success of the mission, applying mature and objective judgment to determine the best approach and course of action to take in both routine and non-routine administrative situations.

Support office discussions regarding the organization's administrative business rhythms and contribute recommendations as necessary, specifically advising office leadership and management on the administrative implications of additions, deletions, or changes to the varied functions of the organization.

Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, and other offices, etc., under general directives with minimum assistance and/or guidance.

Create workbooks (e.g., read-ahead, staffing, continuity, standard operating procedures) for leadership planning and/or to support execution of leadership responsibilities and office administrative business rhythms.

Support the office with development of guidance, procedures, and/or policies relative to facilitating administrative activities of the organization, including training/travel budgets, suspense systems, space planning, personnel management, record management, logistics support, asset tracking, etc.

Assist subordinate administrative assistants on new procedures, requesting information needed from subordinate offices for periodic or special conference, reports, inquiries, etc.

Requirements:

Active Top Secret/SCI clearance required; TS SCI eligibility is required but candidates with Top Secret clearances may still be considered.

Bachelor's degree in General Business Administration or related field with a minimum of 4 years of administrative experience, or Associate's degree in General Business Administration or related field with a minimum of 6 years of administrative experience, or High School Diploma with a minimum of 8 years of administrative experience.

Experience with the Defense Travel System (DTS), knowledge of the Federal Travel Regulation (FTR), and Joint Travel Regulation (JTR).

Preferred Qualifications:

TS/SCI with CI Polygraph desired; may be subject to a CI Poly at request of Government.

Strong teaming and collaboration skills that foster office unity and cohesiveness in support of completing office administrative requirements.

Capable of independently handling a large, complex workload, effectively coordinating multiple resources, and multi-tasking in a fast-paced environment with competing priorities.

Produce professionally written emails, letters, documents, and other material that is succinct, coherent, uses proper tone, demonstrates proper grammatical use of the English language, and presents proper format/form per established corporate/office guidance.

Articulate and exchange information (i.e., requirements, actions, needs, status, etc.) in a professional tone and attitude to achieve efficient business rhythms.

Excellent communication skills both verbally and written.

Proficient at Microsoft Outlook and Word.

Prior DOD and/or NGA experience working in a related field.

Prior experience working with the military and understanding of the services.

Proficient working knowledge of the following applications: PeopleSoft, PRISM, NGA Central Electronic Routing and Tasking System (N-CERTS), SharePoint, Management and Execution Tracker (MET).

Ability to schedule, coordinate, set-up, and operate NGA Video Teleconference (VTC) equipment.

Overseeing office spend plans for travel, supplies, and awards.

Prior experience with presentation techniques.

Possesses a working knowledge of the NGA internal coordination and approval processes.

Working knowledge of Microsoft Excel and Access.

Working knowledge of SharePoint.

Proficient with NGA correspondence manual.

Working knowledge of NGA's Record Management requirements.

A working level understanding of NGA corporate processes.

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