Executive Admin Specialist - Hybrid Space Weather Support

INNOVIM; Silver Spring (MD); Hybrid; USD 65,000 - 95,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

401k Matching

Education/Training Support

Job summary

INNOVIM is seeking an Executive Administrative Specialist to support NOAA’s Office of Space Weather Observations (SWO) in Greenbelt, MD, with a hybrid schedule. The role provides comprehensive executive support, coordinates calendars and travel, prepares executive correspondence and reports, and ensures confidentiality and accuracy in a dynamic environment for senior leaders and stakeholders.

You will collaborate with budget staff, manage meetings and events, coordinate domestic and

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.

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.

Skills

Executive support

Time management

Communication skills

Travel coordination

Office administration

Confidential information handling

Microsoft Office

Education

High School Diploma or equivalent

College coursework

Tools

Microsoft Office

Job description

INNOVIM is seeking an Executive Administrative Specialist to support NOAA’s Office of Space Weather Observations (SWO) in Greenbelt, MD, with a hybrid schedule. The role provides comprehensive executive support, coordinates calendars and travel, prepares executive correspondence and reports, and ensures confidentiality and accuracy in a dynamic environment for senior leaders and stakeholders.

You will collaborate with budget staff, manage meetings and events, coordinate domestic and