(742) Administrative Support Specialist

Arlosolutionsllc; Washington (District of Columbia); On-site; USD 52,000 - 72,000; Full time

Job summary

Arlo Solutions is seeking an experienced Administrative Support Specialist to provide on-site administrative, coordination, and meeting support to the HHS OA and ASFR offices in Washington, DC. The role includes preparing correspondence, maintaining the OA SharePoint site, coordinating travel, and supporting meetings and events, with handling of confidential materials.

The ideal candidate will have a Bachelor's degree with 4+ years of admin experience (or a high school diploma with 8+ years),

Qualifications

• Bachelor's degree plus 4 years of related admin work OR a high school diploma plus 8 years of related admin work.
• Experience handling confidential and time-sensitive materials.
• Strong written communication for professional correspondence, memoranda, and reports.
• Proficiency with Microsoft Office suite, Teams, and SharePoint; ability to work independently.

Responsibilities

• Draft and proofread correspondence, reports, memos, and presentations; ensure attachments are included.
• Review items routed for signature for format and completeness.
• Maintain staff directories and org charts; ensure 508-compliant documents.
• Provide on-site admin tasks: printing, copying, scanning, assembling materials; set up meetings and conferences.
• Take notes at OA meetings and conferences; distribute notes with action items within defined timelines.
• Manage OA procurement packages in SharePoint and Travel Build; maintain files.
• Coordinate travel in Concur; manage authorizations, itineraries, and vouchers.
• Support on-site and hybrid events; coordinate with government leads.

Skills

Strong written communication

Independence

Multitasking

Problem-solving

Education

Bachelor's degree

High school diploma with 8 years experience

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Microsoft Teams

SharePoint

Job description

Company Summary

Arlo Solutions (Arlo) is an information technology consulting services company that specializes in delivering technology solutions. Our reputation reflects the high quality of the talented Arlo Solutions team and the consultants working in partnership with our customers. Our mission is to understand and meet the needs of both our customers and consultants by delivering quality, value-added solutions. Our solutions are designed and managed to not only reduce costs, but to improve business processes, accelerate response time, improve services to end-users, and give our customers a competitive edge, now and into the future.

Position Description

Arlo Solutions is seeking an experienced Administrative Support Specialist to provide on-site administrative, coordination, and meeting support to the HHS Office of Acquisitions (OA) and the Office of the Assistant Secretary for Financial Resources (ASFR). The Administrative Support Specialist keeps the executive office running smoothly: preparing and editing correspondence, supporting meetings and events, tracking requisition packages, maintaining the OA SharePoint site, and coordinating travel. The role handles confidential and time-sensitive material and works with all levels of Government and contractor management.

Location

Humphrey Building, Washington, DC (On-site)

Responsibilities and/or Success Factors

Correspondence and Documents

• Draftformat and proofread correspondence, reports, memos, letters and presentations, and check that required attachments are included.
• Review items routed for signature to make sure the format is right and nothing is missing.
• Keep the staff directories and org charts current.
• Make every deliverable Section 508-compliant and editable by the Government.

On-Site Executive Support

• Handle in-person admin work printing, copying, scanning, and assembling and distributing materials.
• Prepare daily meeting folders, briefing books and binders ahead of meetings.
• Reserve conference rooms and set them up.

Meeting Support

• Take notes at about 5–8 OA meetings and conferences per month.
• Send out notes and action items within 3 days of meetings of 75 minutes or less, and within 5 days of strategic sessions longer than 90 minutes.
• Schedule meetings and set up virtual meetings on Government platforms.

Requisitions

• SharePoint and Travel Build, track and route OA procurement requisition packages, and maintain their files.
• Act as the focal point for the OA and ASFR SharePoint sites, including moving OMB MAX replacement content over to them.
• Manage travel from start to finish in E-Gov Travel (Concur): authorizations, vouchers, itineraries, profiles and fixing discrepancies.

Event Support (OA, ASFR and Department-wide; virtual, hybrid or in person)

• This work is directed by the Arlo PM and coordinated with Government event leads.
• Event types include summits, all-hands meetings, executive forums, workforce training, Industry Days, small-business outreach, retreats, town halls and awards ceremonies

HHS Conference Support (up to 2 per year)

• Work with the Government planning team to coordinate planning meetings, schedules and decision logs.
• Handle communications with leadership, speakers, exhibitors and other agencies.
• Manage registration and attendees, agendas, and executive participation and readiness.
• Provide on-site registration and schedule monitoring, and manage closeout (attendance data, feedback and lessons learned).

Stakeholder Communication

• Learn the office's mission and its Federal and contractor structure so information gets to the right people.
• Serve as the liaison with Government and contractor executives for meetings and acquisition information.

Minimum Qualifications Including Certificates

• Bachelor's degree and four (4) years of related administrative work experience, OR a high school diploma and eight (8) years of related administrative work experience.
• Demonstrated experience handling confidential and time-sensitive materials.
• Strong written communication skills, with the ability to prepare and proofread professional correspondence, memoranda, and reports.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), Microsoft Teams and/or other virtual meeting platforms, and SharePoint.
• Ability to work independently, manage multiple priorities, and exercise sound judgment and problem-solving.
• Ability to work effectively with all levels of management and staff.

Desired Qualifications

• Prior experience working in or supporting a federal agency, preferably an acquisition or financial management office.
• Experience with Federal travel systems such as Concur.
• Familiarity with Federal procurement requisition processes and routing
• Experience administering SharePoint sites or migrating content between collaboration platforms.
• Experience preparing Section 508-compliant documents.
• Experience supporting large meetings, conferences, virtual, and hybrid events.

AAP Statement

We are proud to be an Affliative Action and Equal Opportunity Employer and as such, we evaluate qualified candidates in full consideration without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, age, disability status, protected veteran status, and any other protected status.