Admin Specialist IV

H4 Enterprises

1d•Onsite

About The Position

This position supports the High Threat Programs (HTP) Directorate within the Bureau of Diplomatic Security (DS), providing high-level administrative, operational, and coordination support to senior leadership, including the Deputy Assistant Secretary (DAS). The role focuses on managing communications, tracking critical activities, and ensuring efficient execution of directorate functions in a fast-paced, high-security environment.

Requirements

U.S. citizen
Bachelor's degree or 1–3 years of relevant administrative experience
Strong proficiency in Microsoft Office
Experience with database systems
Excellent organizational skills
Excellent multitasking skills
Excellent communication skills
Ability to work independently
Ability to interact effectively with personnel at all levels
Secret security clearance

Nice To Haves

Familiarity with foreign affairs
Familiarity with national security
Familiarity with DOS procedures
Experience drafting professional documents for senior officials
Demonstrated reliability
Demonstrated flexibility
Attention to detail
Ability to perform in a high-volume, fast-paced environment

Responsibilities

Provide direct administrative support to the DAS
Coordinate communication between leadership, Regional Directors, Regional Security Officers, and other Department of State (DOS) personnel
Manage complex travel arrangements (domestic and overseas)
Prepare authorizations, vouchers, visas
Coordinate agendas with relevant stakeholders
Organize and support meetings involving senior DOS officials, interagency partners, and external entities
Ensure proper logistics and communication capabilities for meetings
Prepare and edit a wide range of documents, including memoranda, briefing materials, reports, and correspondence
Ensure accuracy and adherence to formatting and style guidelines for documents
Track and manage directorate-wide tasks, including travel requests, staffing reports, press guidance, and activity reports
Maintain databases, SharePoint systems, and project tracking tools
Monitor progress and ensure timely completion of assignments
Support high-threat and high-risk (HTHR) post evacuations by assisting with administrative coordination
Maintain task force rosters
Facilitate communication with executive leadership and command centers during evacuations
Manage TDY (temporary duty) requests
Manage staffing matrices
Coordinate with regional teams to ensure operational needs are met
Oversee administrative processes such as time and attendance tracking
Coordinate payroll (including LEAP and compensation issues)
Maintain records for audit readiness
Manage conference room scheduling
Manage parking pass distribution
Support international workshops and conferences
Review Memorandums of Understanding (MOUs) with Department of Defense partners
Coordinate protective security staffing
Process danger pay and post differentials
Assist with procurement and equipment requests
Train administrative personnel
Improve internal processes