Administrative Support Specialist

Overview

LMI is seeking for a Administrative Support Specialist to support a NASA Mission Directorate. We are seeking an energetic self-starter who has expert consulting and customer service skills and is focused on developing practical and efficient solutions to administrative challenges.  This role involves managing logistics for meetings, coordinating travel, tracking information, and ensuring effective communication across the team. The ideal candidate will be detail-oriented, proactive, and capable of managing multiple tasks in a dynamic environment with an eye towards administrative process improvement.

 

LMI is a consultancy dedicated to powering a future-ready, high-performing government, drawing from expertise in digital and analytic solutions, logistics, and management advisory services. We deliver integrated capabilities that incorporate emerging technologies and are tailored to customers’ unique mission needs, backed by objective research and data analysis. Founded in 1961 to help the Department of Defense resolve complex logistics management challenges, LMI continues to enable growth and transformation, enhance operational readiness and resiliency, and ensure mission success for federal civilian and defense agencies. 

 

LMI has been named a 2024 #TopWorkplace in the BuiltIn Workplaces! We are honored to be recognized as a company that values a people-centered culture, and we are grateful to our employees for making this possible! 

Responsibilities

• Coordinate logistics for NASA meetings, including setting up time, location, and communications platforms (e.g., telecom, WebEx, Microsoft Teams).
• Develop and distribute approved agendas and provide support during meetings.
• Operate and provide technical support for ViTS, telecom, WebEx, Microsoft Teams, and Mezzanine systems during NASA meetings.
• Manage media system support for briefing materials, ensuring seamless presentation of video and office automation files.
• Facilitate weekly meeting support, including gathering materials, making copies, and assisting with setup.
• Prepare travel authorizations and vouchers for NASA staff’s international and domestic travel, tracking approval processes, and preparing travel packets.
• Assist in managing and tracking calendar actions and serve as a backup point of contact for the Headquarters Action Tracking System (HATS) within NASA.
• Post files and records per NASA's record management plans on NX, NASA Intranet SharePoint, or other designated NASA services.
• Provide updates to the Deputy Director on action statuses and routing progress.
• Obtain necessary approvals for the public release of presentations via NASA’s 1676 form.
• Assist in answering front office phone lines, providing information to callers, and routing calls as needed.
• Maintain daily conference room schedules and ensure they are posted for small NASA conference rooms.
• Order and distribute office supplies for NASA as needed.
• Identify and implement administrative process improvements, utilizing tools like PowerAutomate to streamline workflows.
• Generate and analyze data-driven reports using PowerBI to inform decision-making processes.
• Perform minor administrative functions as required.

Qualifications

Minimum:

• Bachelor’s degree in Business Administration, Communications, or a related field.
• Minimum of 3 years of experience in administrative support roles, preferably in a government or aerospace environment.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and familiarity with PowerBI and PowerAutomate.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Demonstrated ability to identify and implement process improvements in an administrative setting.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Ability to travel up to 10% of the time.

Preferred:

• Experience supporting a government agency, particularly within NASA or other aerospace organizations.
• Familiarity with NASA-specific tools such as the Headquarters Action Tracking System (HATS) and form 1676.
• Experience in managing and supporting large-scale meetings and events.
• Advanced proficiency in SharePoint and other document management systems.
• Certification in Administrative Support or a related field.
• Experience in using PowerBI for data reporting and PowerAutomate for workflow automation.