Executive Administrative & Logistics Specialist

Socket.dev; Fairview Heights (IL); On-site; USD 42,000 - 64,000; Full time

Job summary

One Federal Solution seeks an Administrative Support Specialist to provide administrative and technical support to Managers, Supervisors, and Leadership. Responsibilities include budget preparation, personnel actions, correspondence, and coordinating meetings and events.

The role requires an Active Secret Clearance and strong organizational skills to multitask in a fast-paced environment. Experience with recruiting calendars, travel, and event planning is a plus.

Qualifications

• High school diploma or equivalent.
• Two years of relevant administrative and technical support experience.
• Active Secret Clearance.
• Strong oral and written communication skills in English.
• Proficiency in Microsoft Office Suite and other office software.
• Strong organizational skills with the ability to prioritize and manage multiple tasks.
• Excellent attention to detail and ability to handle confidential information.

Responsibilities

• Assist the HR Manager, Supervisors, and Leadership with the in‑and‑out processing of civilian employees.
• Support the preparation of budget reports.
• Provide note‑taking and administrative support for conferences and meetings.
• Prepare read‑ahead materials and assist with logistical coordination for meetings and training conferences, including space, technical support, supplies, transportation, and other event needs.
• Issue and manage building badges, control identification badges, and keys for assigned personnel.
• Track selections from hiring events and assist with monitoring and entering information into agency task management systems or spreadsheets to track internal and external suspense actions.
• Maintain accurate tracking of workload, facility assignments, student activities, instructor assignments, and other related tasks.
• Assist in researching and ordering office supplies and basic materials.
• Manage and organize correspondence for assigned components.
• Support vehicle officer in maintaining office vehicles and driving government vehicles when required.
• Maintain and update travel and leave schedules for leadership.
• Answer phone messages and forward appropriate messages to relevant parties.
• Update and submit briefing slides for release approval when applicable.
• Organize and schedule regular Teams meetings for leadership and staff.
• Track and manage BI inventory, including equipment and vehicles.
• Update recruitment calendars, including the external website.
• Format and update the Recruitment and Retention Plan as needed.
• Assist in uploading resumes received from career fairs and by email to the applicant tracking system, managing a volume of 5 to 300 resumes depending on the event.
• Draft and send communication to candidates and applicants.
• Coordinate with event planners for the Summer Intern Recognition ceremony.
• Manage updates to the Director Awards webpage, create deliberation requirements, and order plaques/trophies. Work with the Public Affairs Office to plan the Director Awards Annual Ceremony.
• Schedule and support Executive Review Panels for filling Defense Intelligence Senior Executive Service and Defense Intelligence Senior Level vacancies.
• Review HCMO Policies for grammatical accuracy before preparing them for the Director's signature.

Skills

Administrative support experience

Communication skills

Organizational skills

Attention to detail

Multitasking

Education

High School diploma or equivalent

Tools

Microsoft Office Suite

Job description

One Federal Solution seeks an Administrative Support Specialist to provide administrative and technical support to Managers, Supervisors, and Leadership. Responsibilities include budget preparation, personnel actions, correspondence, and coordinating meetings and events.

The role requires an Active Secret Clearance and strong organizational skills to multitask in a fast-paced environment. Experience with recruiting calendars, travel, and event planning is a plus.