Administrative Support – Receptionist / Administrative Support - U.S. Trade and Development Agency

Description

The Administrative Support – Receptionist / Administrative Support position provides front-desk, administrative, and operational support to the U.S. Trade and Development Agency (USTDA) at its Arlington, Virginia headquarters.

As the first point of contact for visitors and callers, this role ensures a welcoming and professional experience while also supporting daily administrative operations across multiple USTDA offices. The position contributes to the smooth functioning of the Information Resource Center (IRC), mail and correspondence workflows, and general office activities.

This role is ideal for a professional who combines strong customer service skills with attention to detail and the ability to handle a variety of administrative tasks in a fast-paced federal environment.

Key Responsibilities

Reception & Front Desk Operations

• Serve as the primary receptionist for USTDA, greeting visitors and managing the agency’s front-desk area.
   
• Answer, screen, and direct incoming calls to the appropriate offices.
   
• Maintain professional and courteous communication with internal and external stakeholders.
   
• Coordinate visitor access with building security personnel, maintaining visitor logs and ensuring compliance with security procedures.
   
• Manage front-desk inboxes and distribute inquiries or mail appropriately.
   
• Keep the reception area organized, presentable, and stocked with materials as required.
   

Administrative & Clerical Support

• Provide administrative support to the Information Resource Center (IRC) and the Office of Administration.
   
• Prepare and format agency correspondence, memos, forms, and reports.
   
• Schedule meetings, manage shared calendars, and assist in conference room coordination.
   
• Support travel logistics, supply requests, and expense tracking as directed.
   
• Assist with mail distribution, document tracking, and office supply management.
   
• Maintain accurate administrative records and assist in organizing project files, logs, and reports.
   
• Support document scanning, filing, and labeling in accordance with agency standards.
   
• Coordinate delivery and courier pickups and maintain related logs.
   

Customer Service & Communication

• Serve as a primary point of contact for employees and visitors, providing assistance and general information.
   
• Direct inquiries to the appropriate personnel and follow up as needed.
   
• Assist USTDA staff and contractors with general administrative needs, such as meeting logistics or supply coordination.
   
• Provide professional support during agency meetings, events, and training sessions, ensuring spaces are prepared and technology is functioning.
   

Records and Information Support

• Support the Records Custodian and IRC team with document organization and retrieval.
   
• Maintain and update logs for incoming and outgoing correspondence.
   
• Ensure that file handling and document storage comply with USTDA and NARA records management policies.
   
• Assist in the scanning and digitization of paper records for electronic filing.
   

Requirements

Education & Experience

• High school diploma or GED required; associate or bachelor’s degree preferred.
   
• 2–4 years of experience providing reception, clerical, or administrative support in a federal government, corporate, or contractor environment.
   
• Experience with multi-line phone systems, visitor management, and office coordination.
   

Technical Skills

• Proficiency in Microsoft Office 365 (Word, Excel, Outlook, Teams, SharePoint).
   
• Familiarity with document management or records systems a plus.
   
• Basic knowledge of federal administrative procedures and records handling preferred.
   

Soft Skills

• Exceptional customer service and communication skills.
   
• Highly organized, detail-oriented, and able to manage multiple priorities.
   
• Professional appearance and demeanor; calm and courteous un