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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), Norfolk, VA

Role Summary:

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

Key Responsibilities:
  • Comprehensive Administrative Assistance: Deliver thorough administrative support, including scheduling appointments, managing calendars, handling correspondence, and preparing reports. Ensure effective office management and coordination of workflows.
  • Document Oversight: Maintain precise records, files, and documentation, ensuring adherence to NATO's standards and protocols. Facilitate the retrieval and archiving of documents.
  • Event Management: Aid in the planning and organization of events, conferences, and meetings. This encompasses logistical arrangements, participant coordination, and preparation of necessary materials.
  • Client Relations: Act as the primary point of contact for inquiries, providing 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, guaranteeing the timely and accurate flow of information. Liaise with other NATO entities, national agencies, and international partners as needed.
  • Project Management Support: Assist project managers with administrative tasks related to project planning, tracking, 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 mandatory. Post-secondary education in business administration or a related field is preferred.
  • Experience: A minimum of 3 years in an administrative or office management capacity. Experience within an international or military organization is highly desirable.
  • Technical Proficiency: Strong command of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with document management systems. Basic IT support knowledge is advantageous.
  • Interpersonal Skills: Excellent organizational skills, attention to detail, and the ability to multitask in a dynamic environment. Strong communication and interpersonal skills are essential.
  • 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 context.
  • Global Exposure: Work in a vibrant, multinational environment with the chance to contribute to NATO's strategic objectives.
  • Competitive Salary: Ironclad Defense Works offers a competitive compensation package, along with optional comprehensive health benefits.

This position is well-suited for individuals who excel in administrative functions and are eager to contribute to NATO's strategic operations. The role demands strong organizational capabilities, meticulous attention to detail, and the ability to thrive in a multicultural setting.