Admin Specialist IV

H4 Enterprises•Arlington, VA

About The Position

This position supports the High Threat Programs (HTH) 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

Must be a 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, multitasking, and communication skills.
Ability to work independently and interact effectively with personnel at all levels.
Demonstrated reliability, flexibility, attention to detail.
Ability to perform in a high-volume, fast-paced environment.
A Secret security clearance is required.

Nice To Haves

Familiarity with foreign affairs, national security, and DOS procedures.
Experience drafting professional documents for senior officials.

Responsibilities

Provides direct administrative support to the DAS and coordinates communication between leadership, Regional Directors, Regional Security Officers, and other Department of State (DOS) personnel.
Manages complex travel arrangements (domestic and overseas), preparing authorizations, vouchers, visas, and coordinating agendas with relevant stakeholders.
Organizes and supports meetings involving senior DOS officials, interagency partners, and external entities, ensuring proper logistics and communication capabilities.
Prepares and edits a wide range of documents, including memoranda, briefing materials, reports, and correspondence, ensuring accuracy and adherence to formatting and style guidelines.
Tracks and manages directorate-wide tasks, including travel requests, staffing reports, press guidance, and activity reports.
Maintains databases, SharePoint systems, and project tracking tools to monitor progress and ensure timely completion of assignments.
Supports high-threat and high-risk (HTHR) post evacuations by assisting with administrative coordination, maintaining task force rosters, and facilitating communication with executive leadership and command centers.
Manages TDY (temporary duty) requests, staffing matrices, and coordinates with regional teams to ensure operational needs are met.
Oversees administrative processes such as time and attendance tracking, payroll coordination (including LEAP and compensation issues), and maintaining records for audit readiness.
Manages conference room scheduling, parking pass distribution, and supports international workshops and conferences.
Reviews Memorandums of Understanding (MOUs) with Department of Defense partners, coordinates protective security staffing, processes danger pay and post differentials, and assists with procurement and equipment requests.
May involve training administrative personnel and improving internal processes.