Administrative Specialist

US Federal Solutions • Washington, DC

3d • Onsite

About The Position

US Federal Solutions is seeking an experienced, highly organized, and proactive Administrative Specialist to provide full-time administrative, operational, and office management support to the Department of the Navy’s Strategic Systems Programs (SSP) at the Washington Navy Yard in Washington, DC. The role supports SSP leadership and technical branches in a fast-paced, high-priority national security environment. The position is on-site, requires an active Secret clearance and U.S. citizenship, and is scheduled for 40 hours per week, Monday through Friday. Telework may be authorized subject to government approval and mission requirements.

The successful candidate will help keep daily operations running efficiently by coordinating schedules, handling official correspondence and records, organizing meetings, tracking assignments, and facilitating communication across teams. Duties also include preparing documents and briefings, arranging government travel, supporting security-related administrative activities, and following applicable Navy, Department of Defense, records management, and cybersecurity requirements. Required SSP training includes DTS, Navy Correspondence, Records Management, SMARTS, and SEAS.

Requirements

• Associate degree or equivalent education.
• At least four years of professional administrative support or office management experience.
• Previous experience supporting an office, senior executive, or Senior Executive Service (SES) personnel.
• Active Secret security clearance.
• U.S. citizenship.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience managing calendars, scheduling meetings, preparing correspondence, and maintaining official records.
• Strong organizational skills and ability to manage multiple priorities, competing deadlines, and high-visibility assignments.
• Excellent written and verbal communication skills, including preparation of professional correspondence and communication with senior leadership.
• Ability to exercise independent judgment, maintain confidentiality, and resolve administrative issues with minimal supervision.
• Ability to work independently and collaboratively in a professional government office environment.

Nice To Haves

• Bachelor’s degree in Business Administration, Management, or a related discipline.
• Administrative or office management experience supporting the Department of Defense, Department of the Navy, or another federal agency.
• Experience supporting senior military officers, SES personnel, or senior government leadership.
• Familiarity with DTS, Navy correspondence standards, and federal records management requirements.
• Experience with government document management, correspondence tracking, and administrative workflow systems.
• Familiarity with SSP systems, including SMARTS and SEAS.
• Experience coordinating meetings, preparing executive-level briefings, and managing complex administrative assignments in a secure government environment.

Responsibilities

• Manage daily administrative operations for assigned SSP offices and technical branches.
• Prepare, review, format, and process official Navy correspondence, memoranda, reports, presentations, and other business documents in accordance with Navy policies and procedures.
• Maintain electronic and physical filing systems in compliance with Navy records management and retention requirements.
• Coordinate official government travel using the Defense Travel System (DTS) and applicable regulations and policies.
• Process incoming and outgoing correspondence, manage office communications, and maintain administrative records.
• Coordinate office supply requests, maintain organizational contact lists, and support general office operations.
• Manage complex calendars, appointments, and scheduling priorities for assigned leadership and personnel.
• Coordinate meetings, conferences, briefings, and video teleconferences, including facilities, agendas, and supporting materials.
• Attend meetings, prepare minutes, document decisions, and distribute information to stakeholders.
• Track meeting action items, follow up with responsible personnel, and monitor completion deadlines.
• Assist with planning and coordinating high-priority meetings and organizational events.
• Track and prioritize assignments, projects, deadlines, and deliverables.
• Maintain calendars and tracking systems for activities, milestones, and suspense dates.
• Facilitate communication among SSP leadership, technical branches, and administrative personnel.
• Identify administrative inefficiencies and recommend practical workflow and productivity improvements.
• Use independent judgment to address scheduling conflicts, administrative challenges, and competing priorities.
• Draft and edit technical and administrative correspondence, reports, briefing materials, and presentations for government leadership.
• Gather, organize, and synthesize information from multiple sources to support management decisions.
• Coordinate responses to internal and external inquiries and support accurate, timely communication.
• Maintain official records in SSP-approved systems and follow document control procedures.
• Support preparation and distribution of leadership briefings, meeting materials, and program documentation.
• Handle sensitive information in accordance with DoD, Navy, and SSP security requirements.
• Support security-related administrative activities, including visitor coordination, security documentation, and authorized personnel escort duties.
• Follow applicable cybersecurity, information assurance, and records management requirements.
• For assignments supporting the SSP Security Office, use DISS to manage security information and coordinate visit requests.
• Complete required SSP training in DTS, Navy Correspondence, Records Management, SMARTS, and SEAS.

Benefits

• Employer-provided paid medical, dental, and vision insurance.
• Employer-matching 401(k) plan.
• Paid time off (PTO).
• 11 federal holidays.
• Voluntary short- and long-term disability insurance, term life insurance, and AD&D insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree