Astrion · 3 days ago

Administrative Specialist

Bedford, MA

Full-time

Onsite

Mid, Senior Level

5+ years exp

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Defense and Space Manufacturing

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Responsibilities

Ensures the leadership is kept informed of all issues of interest that relate to the mission of the directorate

Monitors progress toward accomplishment of various taskings and initiatives.

Provides support by supplying the information and background for the preparation of program events

Drafts documents for the approval and signature of leadership

Disseminates program policy and specific initiative guidance for members of the organization

Coordinates, documents, monitors, and supports a variety of meetings and conferences to include, but not limited to, scheduling and set up of physical and virtual meetings and in support office staff and external participates

Prepare background information and invite required meeting participants ensuring documentation of the meetings are filed IAW organizational policy

Documentation may include but is not limited to attendance logs, minutes and/or action items with corresponding action officers

Maintains scheduling documents and requirements for video and online conferencing set up and execution, which may include but is not limited to the maintenance logs on the equipment, the corresponding instructions on equipment set up, and meeting execution

Prepare correspondence, reports, papers and briefings IAW applicable policies and templates

Maintain appointment calendars and conference room schedules

Answer telephones, forward messages, and provide responses to routine queries

Assist with coordination, consolidation, analysis, distribution and monitoring of action items, suspense’s and responses

Provide inputs and recommendations regarding administrative and office management processes and procedures

Assist with preparation of and updates to program office file management documents

Prepare agendas, reports and briefings for staff meetings

Assist Government with management of organization’s workflow

Assist with travel planning, travel arrangements and execution IAW with the Defense Travel Administrator’s Manual utilizing the Defense Travel System

Answer telephones, forward messages to appropriate Acquisition program team members, as required, and provide Government initiated/approved responses to routine queries

Qualification

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US Security ClearanceDirectly Related ExperienceDoD Experience