Administrative Specialist (OSBP)

Intecon•Fort Meade, MD

6d•Hybrid

About The Position

INTECON, LLC is seeking a highly organized and proactive Administrative Support Specialist to provide operational, administrative, and stakeholder coordination support to the Defense Counterintelligence and Security Agency (DCSA) Office of Small Business Programs and Industry Engagement (OSBPIE). This role serves as a critical coordination point supporting OSBPIE leadership, vendor engagement activities, task management operations, and day-to-day office execution in a fast-paced federal environment. The position directly supports the Office Chief and leadership staff through calendar management, CATMS coordination, vendor communications, meeting support, and administrative operations tied to DCSA small business outreach and industry engagement efforts. The ideal candidate thrives in a high-visibility environment requiring exceptional organizational skills, strong communication abilities, attention to detail, and the ability to coordinate multiple priorities simultaneously.

Requirements

Active Secret clearance is required.
Associate’s degree in Business Administration, Management, Communications, or related field required (Bachelor’s preferred). Equivalent years of experience or relevant certifications may be considered in lieu of a degree.
Minimum of 3 years of administrative, executive support, or business operations experience, preferably within DoD or federal environments.
Demonstrated experience supporting executive leadership, task management operations, or stakeholder engagement activities.
Experience using CATMS, SharePoint, Microsoft Teams, ServiceNow, or similar workflow/task management systems.
Strong organizational skills with the ability to manage multiple competing priorities and deadlines in a fast-paced environment.
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
Excellent written and verbal communication skills with strong attention to detail and professionalism.
Ability to interact effectively with government leadership, vendors, and internal/external stakeholders.

Nice To Haves

Familiarity with DoD administrative procedures, correspondence management, and small business/vendor engagement processes is preferred.

Responsibilities

Provide comprehensive administrative support to OSBPIE leadership, including calendar management and meeting coordination, scheduling capability briefings and leadership engagements, preparing meeting materials, notes, and action items, and coordinating travel documentation and administrative packages.
Support day-to-day office operations, including document preparation, filing, records management, supply coordination, and correspondence tracking.
Prepare and finalize meeting notes and supporting materials for recurring leadership meetings, including Chief of Staff (CoS) engagements.
Coordinate and schedule Small Business Capability Briefings with OSBPIE leadership and external vendors.
Conduct outreach to prospective small business vendors, respond to inquiries, and provide follow-up communications supporting vendor engagement initiatives.
Distribute capability statements, maintain vendor records, and update engagement tracking databases and market research spreadsheets.
Process post-vendor communications, including distribution of OSBPIE “Vendor Homework” materials and follow-up documentation.
Monitor and respond to Small Business and DD2579 Vendor Inboxes, including coordination and routing of vendor-related correspondence.
Coordinate DD2579 actions and provide contract-status responses in support of acquisition and small business initiatives.
Serve as a primary support resource for the Correspondence and Task Management System (CATMS), including tasker acceptance and assignment, suspense tracking and status monitoring, coordination of responses with internal stakeholders, and maintenance of CATMS tracking tools and spreadsheets.
Maintain visibility of current and future taskers to ensure timely completion and leadership awareness.
Serve as the primary point of contact for CATMS support requests and account/access coordination.
Monitor organizational communication channels, including Microsoft Teams collaboration spaces, to identify and coordinate actions requiring leadership visibility or response.
Maintain and update OSBPIE shared databases, vendor records, trackers, and document repositories.
Assist with the development, revision, and maintenance of office Standard Operating Procedures (SOPs), templates, and administrative guidance documents.
Ensure administrative documentation is accurate, organized, and compliant with DCSA standards and internal procedures.
Support process improvement efforts by identifying workflow inefficiencies and recommending administrative enhancements.