Administrative Support Specialist

Job Family:

Capital Projects & Infrastructure

Travel Required:

None

Clearance Required:

Active Top Secret (TS)

What You Will Do:

The Administrative Support Specialist performs a wide array of industry-typical administrative duties and activities. They use computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents.

The Administrative Support Specialist will monitor group inboxes, manage team correspondence, manage team logistics planning and activities, and update event calendars, arrange/plan staff meetings, prepare memos, invoices, or other reports, edit documents, maintain databases and other duties as assigned.

The general responsibilities include but not limited to:

• Create, customize, prepare, and maintain presentations, briefing charts, and documents using computer software including SharePoint lists, graphical elements, and other presentation materials.

• Review and modify enterprise level correspondence for internal consistency and conformance.

• Maintain and update the calendar of the client team various software (e.g., Microsoft Office Suite) by making appointments and arranging meetings, based on the teams schedule and current issues.

• Coordinate and support meetings and special events for the organization to include coordinating all amenities, accommodations, visit requests, and collection of funds.

• Schedule accommodations for meetings, record lunch requests for meetings with outside guests notify attendees, coordinate Video Teleconference Conference requirements, and handle any other special requirements for meetings/conferences/projects (reserve parking spaces, directional signs, registration desk, name plates, table tents, etc.).

• Obtain and deliver read ahead material for office manager’s scheduled meetings and distribute to attendees.

• Maintain conference room reservation schedules for the purpose of coordinating meetings, visits, and appointments.

• Enter data and maintain office databases such as organizational charts, personnel accountability, travel, training, and budget.

• Enter and maintain professional data.

• Serve as records manager and maintain office files.

• Collect, review, archive forms from organizational level data sources.

What You Will Need:

• An ACTIVE and CURRENT TOP SECRET federal security clearance.

• Bachelor's Degree and eight (8) year of general office experience. Relevant college courses or training may be substituted for experience.

• Knowledge and/ experience using Microsoft Office Suite, specifically Power Point, Excel, and Word.

• Ability to communicate orally and in writing.

• Able to work/thrive in a high stress environment
• Strong multi-tasking skills and ability to support a number of gov't leadership positions (SC and multiple UCs)
• Work hours align with customer (generally 9a-5:30p)
• Strong writing skills (will have to edit, synthesize, review, develop documentation for the team)
• Strong Microsoft office skills
• Comfortable presenting task updates/status to the team of gov't leadership during their weekly meetings
• Excellent collaboration skills (will be responsible for collaborating with counterparts in Quantico and other partner organizations such as DHS, TSA, ATF, Five-Eyes, etc
• Excellent interpersonal skills - this person will be the face of the organization and will sometimes be handling/working with high level officials from the FBI and outside
• Able to troubleshoot basic technical issues with tools such as Teams, etc, and resourceful on who to reach out to if they can't figure it out themselves
• Strong attention to detail

What Would Be Nice To Have:

• Experience managing program level activities

• Experience supporting executive level communications

• Intermediate SharePoint content management experience (Sites, Lists, Reporting)

• High Level of responsiveness and meeting deadlines

What We Offer:

Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

Benefits include:

• Medical, Rx, Dental & Vision Insurance

• Personal and Family Sick Time & Company Paid Holidays

• Position may be eligible for a discretionary variable incentive bonus

• Parental Leave and Adoption Assistance

• 401(k) Retirement Plan

• Basic Life & Supplemental L