Administrative Support Specialist II

Ethic Tech, LLC; Alexandria (VA); On-site; USD 65,000 - 90,000; Full time

Job summary

Ethic Tech LLC is seeking an Administrative Support Specialist II to provide high-level administrative and operational support to WHS leadership and staff in a DoD environment. You will manage correspondence, prepare reports and executive documents, and coordinate front-office operations with minimal supervision.

You will oversee taskers and meeting support, ensure deadlines, and act as a liaison across offices, while mentoring junior staff and maintaining compliance with WHS standards.

Qualifications

• Bachelor's degree in Business Administration, Management, or related field preferred.
• Minimum 6 years of administrative experience, with 2+ years supporting senior officials in a DoD or federal agency.
• Advanced proficiency in Microsoft 365 applications (Outlook, Excel pivot tables, formulas, PowerPoint, Word).
• Experience with task/correspondence tracking systems like CATMS.

Responsibilities

• Coordinate day-to-day office operations, including scheduling, correspondence management, and workflow tracking.
• Manage and monitor taskers, drills, and exercises to ensure deadlines are met.
• Prepare and format executive-level correspondence, reports, and presentations for leadership.
• Coordinate meetings, prepare read-ahead materials, take notes, and track follow-ups.
• Liaise with internal and external offices to ensure timely deliverables and communication.
• Maintain records and documentation in accordance with WHS standards.
• Assist process improvement initiatives to enhance administrative efficiency.
• Provide front-desk support for visitors and callers with professional demeanor.
• Offer guidance to junior administrative staff as needed.

Skills

Microsoft 365

Communication

Prioritization

Organization

DoD knowledge

Education

Bachelor's degree in related field

Tools

CATMS

Outlook

Excel

PowerPoint

Job description

Position Summary

The Administrative Support Specialist II provides advanced administrative and operational support to WHS leadership and staff. The Specialist manages correspondence, coordinates taskers, prepares reports and official documents, and ensures efficient front office operations. This position operates with limited supervision, requiring initiative, judgment, and the ability to manage multiple priorities in support of senior-level DoD officials.

Essential Functions

• Coordinate day-to-day office operations, including scheduling, correspondence management, and workflow tracking.
• Manage and monitor taskers, drills, and exercises through systems such as CATMS to ensure deadlines are met.
• Prepare and format executive-level correspondence, reports, and presentations for review by leadership.
• Coordinate and support meetings, prepare read-ahead materials, take notes, and track follow-up actions.
• Liaise with internal and external offices to ensure effective communication and timely completion of deliverables.
• Maintain records, reports, and documentation in accordance with WHS standards.
• Assist in process improvement initiatives to enhance administrative efficiency.
• Serve as a point of contact for visitors and callers, maintaining a professional demeanor in all interactions.
• Provide guidance and support to junior administrative staff as needed.

Required Qualifications

• Bachelor's degree in Business Administration, Management, or a related field preferred.
• Minimum 6 years of administrative experience, with at least 2 years supporting senior-level officials within a DoD or federal agency.
• Advanced proficiency in Microsoft 365 applications, including Outlook, Excel (pivot tables, formulas), PowerPoint, and Word.
• Experience using CATMS or similar task/correspondence tracking systems.
• Strong written and verbal communication skills.
• Demonstrated ability to prioritize and manage multiple deadlines independently.

Citizenship and Security Clearance

• U.S. Citizenship required.
• An Active Secret Security Clearance is required.

Equal Employment Opportunity Statement

Ethic Tech LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected under applicable federal, state, or local laws.

This commitment applies to all aspects of employment, including recruitment, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

If you require a reasonable accommodation to apply for a position or to participate in the hiring process due to a disability, please contact us at [e-mail].