Job Description

The Administrative Specialist provides high‑level administrative, operational, and organizational support to ensure the efficient functioning of day‑to‑day activities. This role is responsible for managing workflow, coordinating communications, organizing information, and supporting projects across the department or organization. The ideal candidate is detail‑oriented, proactive, resourceful, and able to handle multiple priorities with professionalism and discretion.

Administrative & Office Support

• Manage calendars, schedule meetings, and coordinate appointments and logistics.
• Prepare, proofread, and edit correspondence, reports, presentations, and other documents.
• Maintain electronic and physical filing systems to ensure accuracy, accessibility, and confidentiality.
• Handle incoming calls, emails, and inquiries, responding or routing as appropriate.
• Order and maintain office supplies, equipment, and materials.

Project & Process Support

• Assist with planning and execution of department or cross‑functional projects.
• Develop and maintain tracking sheets, reports, and documentation.
• Support process improvements by identifying gaps and recommending enhancements.
• Coordinate travel arrangements and prepare travel itineraries and expense reports.

Data & Record Management

• Enter, update, and manage data in business systems and databases.
• Prepare routine and ad‑hoc reports using spreadsheets and organizational systems.
• Maintain accurate records, forms, and logs in compliance with company policies.

Team Coordination & Communication

• Serve as a point of contact between teams, leadership, and external partners.
• Assist in onboarding new employees by preparing materials and coordinating schedules.
• Organize team events, meetings, and internal communications.

Requirements

• Bachelor's Degree
• Top Secret clearance
• Minimum 5 years of administrative support experience or similar role.
• Strong proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Excellent written and verbal communication skills.
• Strong organizational skills with high attention to detail.
• Ability to manage competing priorities and work independently.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Short Term & Long Term Disability
• Training & Development