Senior Project Support Specialist - Earth Science Division, NASA HQ

ASRC Federal; Washington (District of Columbia); Hybrid; USD 90,000 - 120,000; Full time

Job summary

ASRC Federal AFSS is seeking a Senior Project Support Specialist to support NASA's Earth Science Division at NASA Headquarters. The role provides executive, project, and operational support including travel, calendar management, and meeting coordination.

The ideal candidate will coordinate complex travel, manage executive schedules, draft communications, and maintain organizational records across Enterprise systems, ensuring data protection and efficiency in a fast-paced federal environment.

Qualifications

• Experience supporting executive leadership within a federal organization.
• Strong organizational, analytical, and project coordination skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities with competing deadlines.
• Experience coordinating executive-level meetings and events.
• Travel coordination experience for domestic and international requests.
• Attention to detail with executive documentation preparation.

Responsibilities

• Coordinate domestic and international travel using CGE with proper approvals.
• Prepare travel documents, vouchers, and estimates; monitor activities.
• Independently manage complex calendars for Executive Leadership.
• Coordinate visitor requests, foreign national visits, and escorts when needed.
• Logistics for meetings, including rooms, AV, Webex/Teams, and hybrid setups.
• Plan program and leadership meetings, events, and workshops.
• Track action items and maintain calendars and communication channels.
• Draft and format executive correspondence and briefing materials.
• Maintain SharePoint sites and protect CUI/PII in files.
• Engage NASA partners and internal/external stakeholders to support operations.

Skills

Executive support

Travel coordination

Calendar management

Document editing

Microsoft Office

Education

Bachelor's degree

Tools

CGE

PAM

NCTS

HATS

EVAMS

NAMS

SharePoint

Webex

Adobe Acrobat

Job description

ASRC Federal AFSS is a premier provider of systems engineering, software engineering, system integration, and project management services supporting mission-critical federal programs. We are seeking a highly motivated Senior Project Support Specialist to support the Earth Science Division (ESD) within NASA's Science Mission Directorate (SMD) at NASA Headquarters.

Job Description

The Project Support Specialist provides expert-level executive, project, program, and operational support to different Elements within the Earth Science Division. This position serves as a trusted business partner to Earth Science Division leadership by coordinating executive operations, organizational priorities, strategic communications, travel management, program administration, and mission support activities.

Responsibilities

• Coordinate domestic and international travel utilizing Concur Government Edition (CGE), including invitational, sponsored, intern, and foreign travel in accordance with Federal travel regulations.
• Prepare travel authorizations, vouchers, travel estimates, and supporting documentation while monitoring travel activities and maintaining accurate travel records.
• Independently manage complex calendars, scheduling priorities, and executive engagements for the Executive Leadership.
• Coordinate visitor requests through EVAMS and NAMS, support foreign national visits, and serve as an escort when required.
• Coordinate executive logistics, conference room reservations, audiovisual support, Webex, Microsoft Teams, and hybrid meeting support.

• Coordinate program meetings, leadership meetings, science team meetings, workshops, community engagement activities, and organizational events.
• Track action items, assignments, and organizational deliverables to ensure timely completion.
• Maintain organizational calendars, distribution lists, and communication channels supporting Earth Action activities.
• Manage executive speaking engagement requests and coordinate supporting logistics.

• Draft, edit, proofread, and format executive correspondence, presentations, reports, briefing materials, and organizational communications.
• Prepare and route documentation through NASA administrative systems, including PAM, NCTS, HATS, and related enterprise systems.
• Organize and maintain SharePoint sites, records management systems, and electronic files while safeguarding Controlled Unclassified Information (CUI) and Personally Identifiable Information (PII).
• Maintain organizational databases, trackers, and reporting tools supporting program operations.

• Build collaborative relationships with NASA Headquarters organizations, NASA Centers, contractors, academia, industry partners, and external stakeholders.

• Evaluate existing business processes and recommend improvements that increase organizational efficiency.
• Develop, update, and maintain Standard Operating Procedures (SOPs), process documentation, and organizational reference materials.
• Support modernization initiatives, knowledge management efforts, and implementation of new administrative technologies.
• Recommend innovative solutions that improve communication, workflow management, reporting capabilities, and overall customer service.

Requirements

• Demonstrated experience supporting executive leadership within a complex Federal organization.
• Strong organizational, analytical, and project coordination skills.
• Outstanding written and verbal communication skills.
• Ability to independently manage multiple priorities while meeting competing deadlines.
• Demonstrated experience supporting executive-level meetings, workshops, conferences, and organizational events.
• Experience coordinating domestic and international Federal travel.
• Strong attention to detail with the ability to prepare, review, and edit executive-level documentation.
• Demonstrated initiative with the ability to anticipate organizational needs and solve problems independently.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Teams, Excel, Word, PowerPoint, SharePoint, and Adobe Acrobat.
• Experience with NASA systems such as CGE, PAM, NCTS, HATS, EVAMS, NAMS, STRIVES, SATERN, and related enterprise applications is preferred.
• Ability to exercise sound judgment while handling confidential, sensitive, and pre-decisional information.
• Some travel may be required.
• Individual must meet government NAC and citizenship requirements for access to NASA GSFC. Extensive background investigation will be performed as a requirement of the job.

Education & Experience

• Bachelor's degree plus four or more (4) years of related professional experience; or
• Eight (8) years of related professional experience in lieu of a degree.

Location

• Hybrid (4-5 days onsite)
• NASA Headquarters, 300 E Street SW, Washington, DC