Senior Specialized Administrative Support Officer

Job Title: Senior Specialized Administrative Support Officer

Job Category: Administration

Time Type: Full time

Minimum Clearance Required to Start: TS/SCI with Polygraph

Employee Type: Regular

Percentage of Travel Required: Up to 25%

Type of Travel: Local

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The Opportunity:

The Senior Specialized Administrative Support Officer will provide high-level administrative support to senior leaders, ensuring efficient day-to-day operations. This position requires a unique blend of executive support, project management, procurement, and HR tasks, with a preference for candidates who have prior experience supporting similar customers. The ideal candidate will be comfortable working independently with an expectation of taking initiative based on general guidance.

Responsibilities:

Executive Support:

o   Balancing the schedules of executives with conflicting priorities, ensuring all meetings, appointments, and travel plans are seamless and strategically prioritized.

o   Acting as a Gatekeeper: Screening calls, emails, and visitors, deciding which require the executive’s attention and which can be delegated or handled independently.

o   Manage, synchronize, and deconflict executive calendars, schedule meetings across multiple time zones, prepare agendas and materials.

o   Prepare, review, and disseminate reports, presentations, and other documents for internal and external stakeholders.

o   Coordinate domestic and international travel, prepare expense reports, and handle travel logistics.

o   Serve as a key point of contact for executive offices, facilitating communication between departments within the organization.

Procurement and Budget Management:

o   Purchase and track office supplies, equipment, and materials in accordance with the organizations policies and budget limitations.

o   Manage cross-functional projects, assisting executives with budget preparation and tracking, summarizing financial reports, and managing purchase orders.

o   Collaborate with finance teams to ensure various budget estimates are prepared and available for senior management review.

Project and Schedule Management:

o   Support project managers by tracking project timelines, schedules, and deliverables, ensuring resources are available deadlines met.

o   Optimize project management documentation and organize project-related meetings.

Human Resources and Personnel Management:

o   Oversee onboarding new employees, including processing security access and coordinating personnel paperwork.

o   Support HR functions, including employee scheduling, timesheet approvals, and benefits inquiries.

o   Assist in performance evaluations by organizing and maintaining records and ensuring compliance with HR policies.

o   Provides mentorship and guidance to office staff.

Physical Requirements:

o   Physical requirements include handling items weighing up to 50 pounds.

Qualifications:

• Experience:
  • Minimum of four to five years of experience in executive administrative roles.
  • At least one to two years of experience supporting senior leadership
• Education:
  • HS Diploma or GED
  • Associate’s or Bachelor’s degree preferred
• Technical Proficiency:
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Experience with purchasing systems and procedures
• Skills:
  • Strong organizational, communication, and multitasking skills with a proven ability to prioritize tasks.
  • Experience managing complex project schedules and deliverables.
  • Knowledge of human resource functions, including onboarding, timesheets, and performance management.

Physical requirements include handling items weighing up to 50 pounds.

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