Administrative Support Specialist

Company Overview

We are a world-class team of professionals who deliver next generation technology and products in robotic and autonomous platforms, ground, soldier, and maritime systems in 50+ locations world-wide. Much of our work contributes to innovative research in the fields of sensor science, signal processing, data fusion, artificial intelligence (AI), machine learning (ML), and augmented reality (AR).

 

QinetiQ US’s dedicated experts in defense, aerospace, security, and related fields all work together to explore new ways of protecting the American Warfighter, Security Forces, and Allies. Being a part of QinetiQ US means being central to the safety and security of the world around us. Partnering with our customers, we help save lives; reduce risks to society; and maintain the global infrastructure on which we all depend.

 

Why Join QinetiQ US?

 

If you have the courage to take on a wide variety of complex challenges, then you will experience a unique working environment where innovative teams blend different perspectives, disciplines, and technologies to discover new ways of solving complex problems.  In our diverse and inclusive environment, you can be authentic, feel valued, be respected, and realize your full potential. QinetiQ US will support you with workplace flexibility, a commitment to the health and well-being of you and your family and provide opportunities to work with a purpose. We are committed to supporting your success in both your professional and personal lives.

Position Overview

QinetiQ US is looking to hire an experienced Administrative Support Specialist to provide exceptional, client focused, administrative and customer service support at our Fort Belvoir customer site.

Responsibilities

• Manage the calendar for GS-15 level principles as assigned including scheduling and coordinating meetings, booking meeting rooms, coordinating refreshments/food.
• Prepare briefings, presentations, and meeting materials and distribute to appropriate parties prior to the meeting.
• Assists in preparing for conferences/ meetings by assembling background material, solicits topics of discussion from various organizations , develops the agenda and distributes prior to the event. Notes commitments during meetings, informs staff of same and assures feedback from attendees or provided summary minutes to keep him well informed. Ensures that taskers are relayed to appropriate staff members and follows through to ensure responses.
• Defense Travel System (DTS) support, including:
  • Assist with coordination of travel and related items
  • Review travel authorization/ vouchers
  • Build a manageable file system for travel folders
• Create and schedule meetings utilizing Microsoft Office/Teams calendar tools including:
  • Calendar/meeting management, coordination, preparation, and execution
  • Use personal calendars for office management and conference room calendars to ensure seamless scheduling
  • Assist in utilizing Teams to assign, collate and update status of various taskers
• Manage scheduling and disseminate changes in a timely manner to the appropriate staff.
• Review schedules proactively and make necessary changes.
• Interface with meeting attendees and stakeholders to coordinate and support meetings and other events.
• Review incoming and outgoing correspondence, including presentations, briefings, and reports; check for formatting, proofread, and edit as necessary.
• Prioritizes and determines whether correspondence should be brought to attention, referred to appropriate personnel, or handled personally.
• When necessary, uses initiative to obtain clarification of instructions from originating offices or appropriate focal points.
• Follows up on incoming correspondence to insure timely and appropriate action.
• Reviews documents prepared for signature or requiring coordination for conformance with regulations, grammar, format, and command policies.

 

Required Qualifications

• High school diploma or general education degree (GED)
• Active DOD Secret or higher level clearance
• 3+ years of clerical, administrative, or office experience
• 2+ years of executive calendar management and meeting coordination
• Knowledge of Defense Travel System (DTS)
• Proficient computer skills, including Microsoft Office Suite software
• Strong verbal and written communication skills
• Comfortable with routinely shifting demands
• High degree of attention to detail
• Data entry experience
• Working knowledge of general office equipment

Preferred Qualifications

• Bachelor's degree in a relevant discipline
• Experience providing a