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Job description
Administrative SpecialistThe Office of External Affairs is seeking an Administrative Specialist to provide executive administrative, operational, and task-management support to office leadership and staff. The incumbent independently plans, performs, and coordinates administrative functions supporting efficient office operations. Responsibilities include executive support, calendar and meeting coordination, official travel support, task and workflow management, records administration, data collection and reporting, service-request coordination, and administrative process improvement. The position requires sound judgment, attention to detail, discretion, and the ability to prioritize competing assignments involving senior leaders and multiple organizational stakeholders.Major Duties: Executive and Administrative SupportProvide a full range of administrative services to Office of External Affairs leadership and staff.Plan, perform, and coordinate administrative functions necessary for effective office operations.Control assigned actions and projects and resolve administrative-processing issues.Determine which matters can be handled independently and which require referral to management.Provide calendar management and logistical support for senior managers.Maintain office records and coordinate the dissemination of administrative instructions.Prepare correspondence, reports, spreadsheets, briefing materials, daily binders, and other administrative products.Research and draft responses to general correspondence and inquiries in consultation with technical experts.Maintain detailed or confidential administrative records consistent with applicable handling requirements.Meeting and Event CoordinationSchedule and coordinate meetings, conferences, and briefings.Arrange meeting logistics and prepare agendas and minutes.Maintain status information concerning meeting participants and guests.Coordinate supporting documents, files, and other materials required for leadership meetings and events.Arrange lodging, transportation, communication services, and other logistical requirements when needed.Coordinate specialized support such as interpretation, administrative assistance, or overseas communications.Official Travel SupportPrepare travel authorizations and expense vouchers using the agency's official travel system.Make official travel arrangements for office leadership and staff.Research and respond to general travel-related questions.Maintain travel-related records and files.Coordinate lodging, transportation, and other travel requirements in support of conferences, meetings, and briefings.Task and Workflow ManagementCoordinate special assignments and workflows across Office of External Affairs functions.Review incoming task requirements and route work to the appropriate offices or points of contact.Track deadlines and support leadership in ensuring timely, accurate, and complete responses.Prepare tasks for coordination with other CISA offices.Conduct data calls, research issues, develop information, and consolidate office responses.Produce daily reports supporting leadership task management.Coordinate with executive secretariat personnel, CISA divisions, programs, DHS Headquarters, other components, and external agencies.Monitor project status, identify potential delays, and follow up on incomplete actions.Administrative Services CoordinationSubmit, coordinate, and track service requests involving: Human capitalProcurementInformation technologyFacilitiesRecords managementAdministrative servicesConsult with subject-matter specialists, program managers, and technical staff to resolve administrative requirements.Prepare supporting documentation and track requests through completion.Assist in resolving routine administrative and program issues.Communicate solutions, requirements, and status information to leadership and staff.Data Analysis and ReportingCollect, review, evaluate, and interpret administrative and program data.Gather information for dashboards, reports, and leadership products.Assist in developing metrics for budget, training, procurement, records management, and recruitment activities.Develop spreadsheets, charts, presentations, reports, and other products supporting management decisions.Identify procedural or operational problems and recommend practical solutions.Support studies and analyses intended to improve the efficiency and effectiveness of office operations.Records and Office ManagementMaintain distribution lists, shared mailboxes, call-down lists, phone lines, and similar office-management resources.Monitor organizational mailboxes and route requests appropriately.Maintain administrative documents and resources on SharePoint sites and shared directories.Update administrative policies and standard operating procedures.Track and coordinate office supply requirements.Support records-management activities and maintain organized, accurate office files.
Worksite address
arlington, VA, 22201, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.