Administrative Support Specialist

　　Arlington, VA

　　Overview:

　　In support of the Vietnam War Commemoration (VWC) leadership, the Administrative Support Specialist works to provide administrative support to the VWC. The Administrative Support Specialist is expected to be flexible in responding to changes and quick response issues and present a professional, positive image of the VWC Program. Contract employees shall collaborate with the front office team to provide uninterrupted presence and support in the commemoration front office during normal business hours.

　　Responsibilities:

　　Manage the reception area of the main office, including answering phone lines and greeting guests during normal business hours

　　Monitor front desk services with DoD mail room, U.S. Postal Service, FedEx, and other delivery organizations on a daily basis

　　Manage the VWC director’s schedule (schedule appointments, meetings, and travel). The director works remotely and frequently travels to events around the United States

　　Assist in the planning, set-up, and teardown of meetings, VWC events, and conferences. Coordinate with internal, external, and non-Governmental agencies associated with events. Coordinate transportation for events. Assist in scheduling, planning and directing the rehearsal before the event

　　Draft and update internal tracking reports, forms, and e-mail communications

　　Manage visitors for office visits, including building access (Pentagon, Crystal City offices, and the Mark Center) and parking

　　Request and maintain appropriate/applicable office supplies (once per month)

　　Photocopy and scan documentation

　　Schedule and conduct after action reviews with staff; provide written notes from meetings (two to three meetings per week require minutes be taken.)

　　Manage tracking lists, such as property, employee rosters, cell phones, and other information for decisions made by Government officials

　　Provide input on outgoing correspondence for content and quality control

　　Manage DoD correspondence and work with the WHS and DoD executive secretariat and other correspondence control personnel to track and update correspondence requiring senior leader signature or attention

　　Act as a messenger between the VWC office, the Pentagon, and the Mark Center (approximately twice per week.)

　　Provide meeting logistics, agendas, briefs and presentations for staff, high-level Government officials, and industry leaders

　　Requirements:

　　Bachelor's Degree but can be waived with sufficient experience

　　2-3 years relevant administrative work experience providing direct support to senior executives

　　Position is based onsite (not remote)

　　Strong MS Office experience, especially Word and PowerPoint

　　Strong written and verbal communication skills

　　Polished professional demeanor

　　Positive attitude; appreciates a challenge

　　Experience with DoD front office duties preferred

　　Active Public Trust security clearance or higher required

　　This job posting sets forth the authorities and responsibilities of this position, which may be changed from time to time as shall be determined.

　　IPTA is an Equal Opportunity/Affirmative Action employer. We are committed to providing equal employment opportunity to all qualified employees and applicants for employment. The Company does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, sexual orientation, national origin, age, physical disability, mental disability, medical condition, status as a veteran or disabled veteran or any other characteristic protected by law. We base all employment decisions, including recruitment, selection, training, compensation, benefits, discipline, promotions, transfers, lay-offs, returns from lay-off, terminations, and social and recreational programs on the principles of equal employment opportunity.

　　Our employees have diverse backgrounds, skills, and ideas that collectively contribute to a rich working environment and greater opportunity for innovation.

　　#dice

　　#clearance