Administrative Assistant- NASA GRC

FedSync; Brook Park (OH); On-site; USD 55,000 - 75,000; Full time

Job summary

FedSync in the United States seeks a highly organized Administrative Support Specialist to back directorate-level meetings and the Environmental Management Division. The role requires confidentiality, discretion, and the ability to manage competing priorities for NASA leadership and customers.

You will coordinate meetings, prepare agendas, capture precise minutes, handle correspondence, and support travel, records, and document control across NASA systems such as EVAMS, Micropurchasing, Event

Qualifications

• Minimum 7 years of progressively responsible experience in an administrative or professional office environment.
• Experience providing direct administrative support to senior-level management, executives, or organizational leadership is highly preferred.
• Demonstrated experience supporting high-level meetings, including capturing, organizing, transcribing, editing, and preparing meeting minutes.

Responsibilities

• Provide comprehensive administrative and meeting support for FURrB, FMR, and Risk Management meetings.
• Schedule meetings, reserve locations, distribute invitations and information.
• Maintain distribution lists and ensure stakeholders are included.
• Develop and distribute meeting agendas and coordinate updates.
• Collect, format, and distribute presentation materials and documentation.
• Coordinate meeting logistics and provide audiovisual support.
• Track attendance, decisions, actions, and follow-ups.
• Capture accurate meeting minutes for senior-level meetings.

Skills

Administrative support

Meeting minutes

Communication

Organization

Confidentiality

Education

High School diploma

Tools

Microsoft Office

SharePoint

Teams

Adobe Acrobat

Outlook

Job description

About FedSync:

Since our inception, FedSync has been driven by the core values of Accountability, Integrity, Teamwork, Value, Innovation, and Quality. These values define who we are. Our vision is to partner with the brightest, most forward-thinking individuals to deliver solutions that anticipate the needs of tomorrow. Our mission is to provide the federal government with innovative and proven solutions, equipping them with the tools and talent necessary to meet future challenges. At FedSync, people matter - both to us and to our clients.

Position Overview:

The successful candidate will provide high-level administrative support for three key meetings involving Directorate-level management and possibly Center leadership. This half of the position is aligned within the Facilities, Test, and Center Operations Directorate. The position will also provide administrative support to facilitate the day-to-day operations and mission requirements of the Environmental Management Division.

This position requires a highly organized, professional, and detail-oriented individual who can independently manage a variety of administrative and secretarial responsibilities while providing responsive support to NASA management and customers. The successful candidate must be able to manage competing priorities, exercise sound judgment, maintain confidentiality, and consistently produce accurate, polished, and professional work products.

Work involves managing office operations, independently carrying out a variety of administrative, secretarial, and clerical assignments, coordinating meetings and schedules, preparing and processing correspondence, maintaining records, and assisting customers with matters related to the mission and daily operations of the supported offices.

Standard Responsibilities:

• Appointment and Schedule Services
• Visitor Services: Process badge requests for non-foreign visitors
• Correspondence and Records Management Support: Produce a high volume of correspondence for Environmental Management Division
• Mail Services/Information Delivery: Distribution, update mail slots, and mail out packages at the Shipping and Receiving Facility
• Office Supply Inventory and Restocking: Submit orders through micropurchasing tool, tracks status, and communicates to end users
• Time and Attendance Coordination: Send friendly reminders to customers to complete their timesheets, respond to actions, and to take mandatory training in SATERN
• Team and Collaboration Portal Support: Manage Teams and SharePoint sites
• Performance Management Support: Coordinate and schedule performance reviews three times per year
• Move Coordination
• Data Entry Support: Enter, update, and maintain information in NASA and organizational systems, including EVAMS, DRT, JIRA, Micropurchasing, Event Portal, and other applicable systems.
• Meeting and Event Support Services: Coordinate logistical and administrative requirements for meetings, events, and organizational activities.
• Travel Support: Provide administrative support for travel requests, arrangements, documentation, and related requirements.
• Small Purchase Support: Submit purchase requests to the Business Unit, track status, and communicate to end users
• IT Support: Unsubscribe equipment, purchases software, and process yearly subscriptions

Primary Tasks:

• Provide comprehensive administrative and meeting support for the Facilities Utilization and Readiness Review Board (FURrB), Facility Management Review (FMR), and Risk Management meetings.
• Schedule meetings, reserve appropriate location meeting locations, and distribute invitations and meeting informations.
• Maintain meeting distribution lists and ensure appropriate stakeholders are included.
• Develop and distribute meeting agendas and coordinate agenda updates.
• Collect, consolidate, format, and distribute presentation materials and supporting documentation.
• Coordinate meeting logistics and provide audiovisual support, including operating equipment and troubleshoot routine issues during meetings.
• Track attendance, decisions, action items, assignments, and follow-up requirements.
• Capture and prepare highly accurate, clear, concise, and professionally formatted meeting minutes for senior-level meetings.
• Review meeting minutes for completeness, accuracy, grammar, spelling, formatting, and clarity prior to distribution.
• Maintain meeting records and ensure required follow-up actions and documentation are appropriately tracked.
• Review, format, and edit time-sensitive correspondence for accuracy, grammar, formatting, and compliance with established NASA correspondence standards.
• Prepare and route correspondence for Center leadership signatures and ensure completed correspondence is processed and mailed to U.S. federal regulatory agencies within established deadlines.
• Provide administrative support to the Environmental Management Division and assist with coordinating day-to-day office requirements.
• Serve as Records Liaison Officer and Document Administrator for Code FE
• Backup to other GLASS Administrative Assistants

Qualifications

Education:

• High School diploma or equivalent. Vocational , technical, or business school coursework or training in office administration, business administration, or a related field is a plus.

Experience:

• Minimum of 7 years of progressively responsible experience in an administrative or professional office environment. Experience providing direct administrative support to senior-level management, executives, or organizational leadership is highly preferred.
• Demonstrated experience supporting high-level meetings, including accurately capturing, organizing, transcribing, editing, and preparing professional meeting minutes and related documentation for senior leadership. Must possess the ability to listen attentively, identify and capture key discussions, decisions, action items, and follow-up requirements, and produce clear, concise, accurate, and well-organized meeting minutes with minimal direction.
• Demonstrated experience preparing and proofreading high-quality correspondence, reports, meeting materials, weekly highlights (FE only), and other professional documents. Working knowledge of NASA correspondence standards, document preparation requirements, and established administrative procedures is required. Familiarity with NASA-Specific applications, processes, and requirements, including the Document Routing Tool, Micropurchasing, Event Portal, EVAMS, etc. is preferred.
• Proficiency with Microsoft Office applications, including Word, Intermediate-level Excel, PowerPoint, Teams, SharePoint, as well as Adobe Acrobat. Demonstrated ability to utilize Outlook e-mail and calendar functions effectively, including scheduling and coordinating meetings, managing invitations, maintaining calendars, and supporting multiple meeting requirements.

Additional details for this position are:

• Demonstrates a polished, professional demeanor and the ability to represent the supported organizations appropriately when interacting with senior leaders, customers, management, and team members.
• Possesses strong oral and written communication skills and the ability to communicate clearly, professionally, and appropriately in a variety of situations.
• Demonstrates excellent grammar, spelling, proofreading, editing, and document preparation skills, with a strong commitment to accuracy and quality.
• Demonstrates strong meeting-minutes skills, including the ability to accurately capture discussions, decisions, action items, assignments, and key points during meetings involving senior leadership.
• Ability to distinguish relevant information from general discussion and organize meeting content into clear, concise, professional minutes.
• Demonstrates a strong understanding of NASA correspondence standards, document routing requirements, formatting expectations, and established administrative procedures.
• Demonstrates exceptional attention to detail and the ability to identify and correct errors before documents are finalized or submitted.
• Demonstrates strong customer service skills, sound judgement, discretion, tact, and professionalism when supporting senior leaders and interacting with customers.
• Ability to prioritize competing requirements, manage multiple time-sensitive assignments simultaneously, and consistently meet established deadlines without compromising accuracy or quality.
• Ability to work independently with minimal supervision and direction while recognizing when additional guidance, clarification, or coordination is needed.
• Demonstrates initiative, resourcefulness, and sound judgement in anticipating administrative requirements and resolving routine issues.
• Ability to anticipate the needs and preferences of the supported organizations and take proactive steps to provide responsive, effective, and high-quality administrative support.
• Ability to maintain confidentiality and exercise appropriate discretion when handling sensitive information, executive-level discussions, correspondence, and organizational matters.
• Ability to adapt to changing priorities and work effectively in a fast-paced environment while maintaining a professional demeanor and a high level of accuracy.

FedSync is an Equal Opportunity Employer:

We do not discriminate based on race, color, religion, sex, gender, national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.

Acceptable background check including criminal history background check and credit Check.