Executive Administrative Support - NOAA

Description

INNOVIM is seeking an Executive Administrative Specialist to provide support for NOAA’s Office of Space Weather Observations (SWO).

The Executive Administrative Support Specialist provides comprehensive administrative, operational, and executive support to the Office of Space Weather Observations (SWO). Reporting to a senior officer or designated organizational leader, the Specialist performs a broad range of complex, confidential, and
mission-critical administrative functions that require a thorough understanding of organizational policies, procedures, and priorities.
This position supports executive leadership by coordinating office operations, timekeeping activities, travel management, executive correspondence, meetings, events, and special projects. The successful candidate must demonstrate exceptional attention to detail, professionalism, sound judgment, discretion, and the ability to effectively manage multiple priorities in a dynamic environment

Location:
Greenbelt, MD
Hybrid Position:
Aminimum of three (3) days per week, with telework flexibility in accordance with Government and contract requirements.

Relocation Assistance:
None available at this time

Key Responsibilities:

• Provide executive administrative and operational support to SWO leadership and senior staff.
• Support office timekeeping activities and coordinate with budget staff, supervisors, and the Chief of Staff to ensure accurate and timely reporting.
• Manage calendars, schedule meetings, coordinate appointments, and support daily executive office operations.
• Assist in planning, coordinating, and executing leadership meetings, conferences, workshops, and special events, including logistical planning and on-site support.
• Coordinate and manage domestic and foreign travel arrangements for leadership and staff, ensuring compliance with applicable travel policies, procedures, and regulations.
• Collaborate with other NESDIS offices and stakeholders to facilitate complex travel requirements and itineraries.
• Prepare, review, track, and route executive-level correspondence, reports, briefing materials, presentations, and Congressional correspondence.
• Perform duties involving highly sensitive and confidential information while exercising discretion and maintaining professionalism at all times.
• Review documents, schedules, travel authorizations, and administrative actions for accuracy, completeness, and compliance with organizational requirements.
• Maintain organized records, files, and administrative tracking systems while ensuring data accuracy and integrity.
• Coordinate communications and administrative actions among leadership, program staff, and external stakeholders.
• Support special projects, operational initiatives, and other assignments as directed by SWO leadership.

Required Qualifications:

• High School Diploma or equivalent required.
• Five (5) or more years of experience providing executive administrative support, office administration, program operations support, or related services.
• Relevant college coursework is generally preferred and may supplement professional experience.
• Demonstrated ability to manage sensitive and confidential information with discretion and sound judgment.
• Strong organizational, interpersonal, verbal, and written communication skills.
• Experience preparing executive-level correspondence, reports, briefing materials, and presentations.
• Experience coordinating domestic and international travel and managing associated logistics.
• Exceptional attention to detail, with the ability to identify discrepancies, maintain accurate records, review documentation for completeness, and consistently produce high-quality work.
• Ability to manage multiple competing priorities while maintaining accuracy and meeting deadlines.
• Professional demeanor and customer-service orientation, with the ability to interact effectively with senior leadership, staff, external stakeholders, and visitors.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.

Preferred Qualifications:

• Experience supporting Federal Government executives, senior leaders, or scientific and technical organizations.
• Knowledge of NOAA, NESDIS, or related federal administrative processes.
• Experience coordinating leadership meetings, events, and stakeholder engagements across multiple organizations.
• Experience preparing or supporting executive and Congressional correspondence.
• Familiarity with domestic and international travel processes, procedures, and travel management systems is highly desirable.
• Experience reviewing travel authorizations, itineraries, vouchers, and supporting documentation for accuracy and compliance.
• Experience supporting budget, personnel, and administrative tracking activities.

Additional Requirements:

• Ability to perform duties of a highly confidential nature requiring comprehensive knowledge of organizational policies, practices, and procedures.
• Ability to work independently and exercise sound judgment in addressing administrative and…