Program Support Administrative Specialist (Secret Cleared)

Hirebridge; Washington (District of Columbia); On-site; USD 48,000 - 76,000; Full time

Job summary

Hirebridge is seeking a Program Support Administrative Specialist for an upcoming position. The role will provide a range of administrative and program support functions, including scheduling, correspondence management, data entry, recordkeeping, document preparation, and coordination of office activities.

Responsibilities include coordinating complex calendars, creating and formatting documents, handling correspondence, preparing meeting agendas, taking minutes, and maintaining filing systems.

Responsibilities

• Provide high-level administrative and clerical support to executives, senior management and employees.
• Coordinate complex calendars, scheduling meetings and arranging logistics for briefings and working sessions.
• Create, edit, and format documents, official correspondence, presentations, reports, memorandums and spreadsheets.
• Handle incoming and outgoing correspondence, drafting emails and letters, and serving as a liaison between the senior official and internal/external stakeholders.
• Prepare meeting agendas, take minutes, and distribute summaries and action items.
• Maintain and organize filing systems, both digital and physical, and ensure smooth operation of the executive and/or senior management office.
• Support executives, senior management and employees with various projects, which may include research, data compilation, and tracking progress.
• Track and monitor document routing, signature, and clearance processes.
• Serve as point of contact for office supply requests, IT support coordination, and other service needs.
• Support personnel onboarding and out-processing tasks (e.g., welcome packages, workspace preparation).
• Handle sensitive information with discretion and maintain confidentiality.

Job description

Please note that this position is for an upcoming position. We are, however, accepting applications for this anticipated need.

Program Support Administrative Specialist will provide a range of administrative and program support functions such as scheduling, correspondence management, data entry, recordkeeping, document preparation, and coordination of office activities. The specialist will ensure all tasks are carried out in accordance with the applicable agency policies and procedures. Responsibilities include:

• Provide high-level administrative and clerical support to executives, senior management and employees.
• Coordinate complex calendars, scheduling meetings and arranging logistics for briefings and working sessions.
• Create, edit, and format documents, official correspondence, presentations, reports, memorandums and spreadsheets.
• Handle incoming and outgoing correspondence, drafting emails and letters, and serving as a liaison between the senior official and internal/external stakeholders.
• Prepare meeting agendas, take minutes, and distribute summaries and action items.
• Maintain and organize filing systems, both digital and physical, and ensure smooth operation of the executive and/or senior management office.
• Support executives, senior management and employees with various projects, which may include research, data compilation, and tracking progress.
• Track and monitor document routing, signature, and clearance processes.
• Serve as point of contact for office supply requests, IT support coordination, and other service needs.
• Support personnel onboarding and out-processing tasks (e.g., welcome packages, workspace preparation).
• Handle sensitive information with discretion and maintain confidentiality.