Executive Administrative Support - NOAA

Innovim,-LLC; Silver Spring (MD); Hybrid; USD 70,000 - 90,000; Full time

Benefits offered by this job

Medical/Dental/Vision insurance

Life insurance

401k matching

Educational support

Job summary

INNOVIM seeks an Executive Administrative Specialist to provide comprehensive support for NOAA’s Office of Space Weather Observations (SWO). The role encompasses executive-level coordination, travel management, and event support in a dynamic, confidential environment.

The successful candidate will manage calendars, prepare briefing materials, and collaborate with senior leaders across NESDIS stakeholders, ensuring accuracy and discretion in all tasks.

Qualifications

• Five+ years of executive administrative support or related experience.
• Experience handling confidential information with discretion and good judgment.
• Strong organizational, interpersonal, and communication skills.

Responsibilities

• Provide executive administrative and operational support to SWO leadership and senior staff.
• Coordinate office timekeeping activities and report to budget staff and Chief of Staff.
• Manage calendars, schedule meetings, and coordinate appointments for leadership.
• Plan, coordinate, and support leadership meetings, conferences, and events, including on-site logistics.
• Arrange domestic and international travel for leadership and staff, ensuring policy compliance.
• Prepare executive-level correspondence, reports, briefing materials, and presentations.
• Maintain organized records and administrative tracking systems with data integrity.
• Communicate and coordinate actions among leadership, program staff, and external stakeholders.

Skills

Administrative support

Travel coordination

Calendar management

Communication (verbal & written)

Tools

Microsoft Office (Outlook Word Excel PowerPoint Teams)

Job description

Description

INNOVIM is seeking an Executive Administrative Specialist to provide support for NOAA’s Office of Space Weather Observations (SWO).

The Executive Administrative Support Specialist provides comprehensive administrative, operational, and executive support to the Office of Space Weather Observations (SWO). Reporting to a senior officer or designated organizational leader, the Specialist performs a broad range of complex, confidential, and
mission-critical administrative functions that require a thorough understanding of organizational policies, procedures, and priorities.
This position supports executive leadership by coordinating office operations, timekeeping activities, travel management, executive correspondence, meetings, events, and special projects. The successful candidate must demonstrate exceptional attention to detail, professionalism, sound judgment, discretion, and the ability to effectively manage multiple priorities in a dynamic environment

Location: Greenbelt, MD
Hybrid Position: Aminimum of three (3) days per week, with telework flexibility in accordance with Government and contract requirements.

Relocation Assistance: None available at this time

Key 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.

Required 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.

Preferred Qualifications:

• Experience supporting Federal Government executives, senior leaders, or scientific and technical organizations.
• Knowledge of NOAA, NESDIS, or related federal administrative processes.
• Experience coordinating leadership meetings, events, and stakeholder engagements across multiple organizations.
• Experience preparing or supporting executive and Congressional correspondence.
• Familiarity with domestic and international travel processes, procedures, and travel management systems is highly desirable.
• Experience reviewing travel authorizations, itineraries, vouchers, and supporting documentation for accuracy and compliance.
• Experience supporting budget, personnel, and administrative tracking activities.

Additional Requirements:

• Ability to perform duties of a highly confidential nature requiring comprehensive knowledge of organizational policies, practices, and procedures.
• Ability to work independently and exercise sound judgment in addressing administrative and operational matters.
• Ability to establish and maintain effective working relationships with executives, staff, customers, and stakeholders.
• Strong commitment to accuracy, reliability, responsiveness, and customer service.
• Ability to obtain Public Trust and maintain any required government credentials or access necessary to perform assigned duties

INNOVIM is committed to providing superior work in the fields of science, engineering, data analytics and technology to government agencies. We offer competitive compensation packages, including comprehensive nationwide Medical/Dental/Vision insurance programs, life insurance, matching 401k contribution and Educational/Training support.

Microsoft Office

Novice

Behaviors

Team Player

Works well as a member of a group

Detail Oriented

Capable of carrying out a given task with all details necessary to get the task done well

Dedicated

Devoted to a task or purpose with loyalty or integrity

Flexibility

Inspired to perform well when granted the ability to set your own schedule and goals

Ability to Make an Impact

Inspired to perform well by the ability to contribute to the success of a project or the organization

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.