Administrative Support Specialist II

*** Requires an active, SECRET Clearance ***

Cahaba Federal Solutions is a rapidly growing small business specializing in intelligence, prototyping and integration, systems engineering, and technology development. Recognized as one of Huntsville's Best Places to Work for the past two years, as a Best Place for Working Parents, and as the winner of the Huntsville/Madison County Emerging Business of the Year for 2025, Cahaba is a trusted partner in advancing national security through innovative solutions to critical challenges. We are committed to supporting our nation's most vital missions with dedication and expertise. Joining the Cahaba team means access to meaningful career growth, opportunities for personal development, and the chance to tackle engaging and impactful work.

Job Summary:

The Administrative Support Specialist II provides advanced administrative and operational support to WHS leadership and staff. The Specialist manages correspondence, coordinates taskers, prepares reports and official documents, and ensures efficient front office operations. This position operates with limited supervision, requiring initiative, judgment, and the ability to manage multiple priorities in support of senior-level DoD officials.

Key Responsibilities:

• Coordinate day-to-day office operations, including scheduling, correspondence management, and workflow tracking.
• Manage and monitor taskers, drills, and exercises through systems such as CATMS to ensure deadlines are met.
• Prepare and format executive-level correspondence, reports, and presentations for review by leadership.
• Coordinate and support meetings, prepare read-ahead materials, take notes, and track follow-up actions.
• Liaise with internal and external offices to ensure effective communication and timely completion of deliverables.
• Maintain records, reports, and documentation in accordance with WHS standards.
• Assist in process improvement initiatives to enhance administrative efficiency.
• Serve as a point of contact for visitors and callers, maintaining a professional demeanor in all interactions.
• Provide guidance and support to junior administrative staff as needed.

Required Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Management, or a related field preferred.
• Minimum 4–6 years of administrative experience, with at least 2 years supporting senior-level officials within a DoD or federal agency.
• Advanced proficiency in Microsoft 365 applications, including Outlook, Excel (pivot tables, formulas), PowerPoint, and Word.
• Experience using CATMS or similar task/correspondence tracking systems.
• Strong written and verbal communication skills.
• Demonstrated ability to prioritize and manage multiple deadlines independently.
• U.S. citizenship and an active, SECRET Security Clearance is required.

Cahaba's full-time employees are rewarded with competitive salaries* and an outstanding comprehensive benefits package. These benefits include Blue Cross Blue Shield medical coverage, Guardian vision and dental insurance, company-funded life, short-term and long-term disability, tuition reimbursement, wellness benefits, generous paid time off, and robust retirement plan solutions.

Employment opportunities at Cahaba Federal Solutions are based upon a candidate's qualifications and capabilities to perform the essential functions of a particular job and are free from discrimination based on race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, protected veteran status, genetic information, or any other characteristic protected by law.

• Compensation for this position is determined by a variety of factors, to include a candidate's relevant work experience, location, skills, and certifications.