Administrative Support Specialist

Description

The Administrative Support Specialist provides comprehensive administrative and clerical support to program leadership and staff in a fast-paced office environment. This role performs a wide range of administrative duties requiring strong organizational skills, attention to detail, and excellent communication abilities.

The Administrative Support Specialist serves as the initial point of contact for visitors and callers, manages calendars, organizes meetings, maintains records, supports timekeeping functions, and ensures smooth day-to-day operations. The role requires professionalism, reliability, and the ability to work independently while supporting a diverse team.

• Administrative & Clerical Support: Performs standard and nonstandard administrative tasks to support office operations, including drafting routine correspondence, preparing documents, and managing communication workflows.
• Reception & Customer Interaction: Maintains the reception area; greets visitors; answers phone calls and email inquiries; provides accurate information; and routes questions to appropriate personnel in a timely, professional manner.
• Calendar Management: Manages multiple calendars for supervisors and project leads; schedules appointments; determines which requests to handle directly versus escape; and ensures timely communication of meeting details.
• Meeting Coordination: Schedules meetings and teleconferences; reserves conference rooms; prepares agendas and materials; and records meeting minutes.
• File & Record Management: Designs, organizes, and maintains filing systems; manages administrative, personnel, and operational records; and maintains documentation related to timekeeping, reports, correspondence, and recurring tasks.
• Timekeeping Support: Assists with time and attendance entry and tracking using designated systems; runs attendance reports; and supports compliance with internal timekeeping procedures.
• Data Entry & Reporting: Accesses internal databases to gather information, verify data accuracy, and prepare administrative or budget-related reports.
• Operational Workflow Management: Supports communication and workflow processes across the office to ensure timely dissemination of information among staff and leadership.
• Office Technology & Systems: Utilizes Microsoft Word, Excel, Access, Outlook, and standard office equipment to complete administrative tasks.
• Customer Service: Provides high-quality administrative support to staff, partners, and the public; demonstrates professionalism, tact, and strong interpersonal skills.

• High School diploma
• At least one (1) year of administrative or clerical experience

• Two (2) years of administrative support experience
• Experience in a professional services, government, or operational support environment is helpful

• Proficiency with Microsoft Office applications, including Word, Excel, Access, and Outlook
• Strong written and verbal communication skills
• Ability to prepare documents, correspondence, presentations, and reports
• High attention to detail with strong organizational and multitasking abilities
• Ability to conduct online research and compile information
• Ability to meet planned and unplanned deadlines while balancing multiple priorities
• Strong interpersonal and customer service skills
• Ability to maintain professionalism and confidentiality at all times
• Ability to work independently in a fast-paced environment
• Ability to obtain and maintain a federal security clearance is required
• Business‑casual attire and professional conduct required

Consistent, full‑time onsite work expected Monday – Friday, eight hours per day, supporting a dynamic and fast‑paced office environment.

Physical Demands:
This position requires prolonged periods of computer use, typing, and document review. The role involves frequent standing and walking to support front‑desk responsibilities, greet visitors, and deliver documents within the office. Occasional lifting of files, office supplies, or small packages up to 20 pounds may be required.…