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Administrative Specialist
San Diego, CA · Government/MilitaryAdministrative Specialist
Job Summary
Seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to a Program Manager. The ideal candidate will be a master of multitasking, possess exceptional communication skills, and thrive in a fast-paced, project-driven environment. This role is crucial for ensuring the efficiency of our program operations and the success of our strategic initiatives by providing seamless administrative and project coordination support.
Responsibilities:
Job Summary
Seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to a Program Manager. The ideal candidate will be a master of multitasking, possess exceptional communication skills, and thrive in a fast-paced, project-driven environment. This role is crucial for ensuring the efficiency of our program operations and the success of our strategic initiatives by providing seamless administrative and project coordination support.
Responsibilities:
- Provide administrative support to senior leadership in a DoD Program Office, ensuring smooth daily operations and project coordination.
- Coordinate high-traffic schedules, managing multiple calendars for meetings, events, and conferences, ensuring efficient time management and minimizing conflicts.
- Book and coordinate Program Manger’s schedule, including clearance submissions, tracking location allowing time for travel, and deconfliction of priorities.
- Book and coordinate Industry engagements with OM staff
- Book and coordinate Program Manager’s travel arrangements, including flights, accommodations, and transportation, ensuring all logistics are aligned with program needs and travel policies.
- Maintain accurate and effective task list and report on progress as needed.
- Provide administrative support to senior leadership in a DoD Program Office managing the Program Manager's calendar, including scheduling meetings, appointments, and travel.
- Screening and prioritizing communications, such as emails and phone calls.
- Preparing and organizing documents for meetings, presentations, and reports.
- Maintaining organized digital and physical files.
- Manage and organize digital and physical documentation, including official correspondence, program files, ensuring compliance with regulations and procedures.
- Maintain confidentiality of sensitive documents; handles sensitive documents with discretion and sound judgment.
- Able to react to change productively and calmly while handling other urgent, essential and high-pressure tasks as assigned.
- Experience with Microsoft Office products, including Outlook, Word, Excel, PowerPoint, Sharepoint and Teams.
- Secret Clearance required.
- Experience with proof-reading and routing official correspondence.
- Experience coordinating and booking travel for senior government or military leaders.
- Minimum (2) years of experience working with DoD or government agency.
- Knowledge of Navy or military protocol.
- Demonstrated ability to show creativity, foresight, and mature judgment in solving problems effectively and efficiently.
- TS/SCI Clearance desired.
- Strong self-starter with proactive approach, able to multitask in a fast-paced environment, prioritize tasks, and work independently with minimal supervision.
- Excellent verbal and written communication skills, with the ability to interact professionally with a variety of stakeholders.
- Knowledge of NAVWAR.
- Bachelor's Degree or equivalent experience.