Senior Administrative Support Specialist

KIHOMAC•Hanscom Air Force Base, MA

About The Position

Expertise and Functions Ensure the leadership is kept informed of all issues of interest that relate to the mission of the directorate Monitoring progress toward accomplishment of various taskings and initiatives Provides support by supplying the information and background for the preparation of program events Draft documents for leadership approval and signature Disseminates program policy and specific initiative guidance for members of the organization Coordinates, documents, monitors, and supports a variety of meetings and conferences to include, but not limited to, scheduling and setting up of physical and virtual meetings and in support office staff and external participants Prepare background information and invite required meeting participants ensuring documentation of the meetings are filed IAW organizational policy Documentation may include but is not limited to attendance logs, minutes and/or action items with corresponding action officers Maintains scheduling documents and requirements for video and online conferencing set up and execution, which may include but is not limited to the maintenance logs on the equipment, the corresponding instructions on equipment set up, and meeting execution Prepare correspondence, reports, papers and briefings IAW applicable policies and templates Maintain appointment calendars and conference room schedules Answer telephones, forward messages, and provide responses to routine queries Coordination, consolidation, analysis, distribution and monitoring of action items, suspenses, and responses Provide inputs and recommendations regarding administrative and office management processes and procedures Prepare and update program office file management documents Prepare agendas, reports and briefings for staff meetings Assist Government with management of organization’s workflow Other duties as assigned

Requirements

Bachelor’s Degree in a related field required
Additional experience may be substituted for a degree.
12+ years of experience supporting management personnel
Experience supporting management personnel within the DoD preferred
10 years of directly related experience with 5 years of experience in a DoD setting required
This role requires 10% travel
Must be a US citizen
Active DoD issued security clearance at level Secret or higher required
Able to occasionally reach with hands and arms
Prolonged periods of computer screen use, while sitting or standing at a desk
Adhere to safety protocols when in work areas requiring use of PPE (e.g. eyewear, gloves, masks, hearing protection, steel toed shoes, etc.)
Able to safely lift and carry up to 20 pounds at a time

Nice To Haves

Master’s Degree preferred
Experience supporting management personnel within the DoD preferred

Responsibilities

Ensure the leadership is kept informed of all issues of interest that relate to the mission of the directorate
Monitoring progress toward accomplishment of various taskings and initiatives
Provides support by supplying the information and background for the preparation of program events
Draft documents for leadership approval and signature
Disseminates program policy and specific initiative guidance for members of the organization
Coordinates, documents, monitors, and supports a variety of meetings and conferences to include, but not limited to, scheduling and setting up of physical and virtual meetings and in support office staff and external participants
Prepare background information and invite required meeting participants ensuring documentation of the meetings are filed IAW organizational policy
Maintains scheduling documents and requirements for video and online conferencing set up and execution, which may include but is not limited to the maintenance logs on the equipment, the corresponding instructions on equipment set up, and meeting execution
Prepare correspondence, reports, papers and briefings IAW applicable policies and templates
Maintain appointment calendars and conference room schedules
Answer telephones, forward messages, and provide responses to routine queries
Coordination, consolidation, analysis, distribution and monitoring of action items, suspenses, and responses
Provide inputs and recommendations regarding administrative and office management processes and procedures
Prepare and update program office file management documents
Prepare agendas, reports and briefings for staff meetings
Assist Government with management of organization’s workflow
Other duties as assigned