(742) Administrative Support Specialist

Position Description:

Arlo Solutions is seeking an experienced Administrative Support Specialist to provide on-site administrative, coordination, and meeting support to the HHS Office of Acquisitions (OA) and the Office of the Assistant Secretary for Financial Resources (ASFR). The Administrative Support Specialist keeps the executive office running smoothly: preparing and editing correspondence, supporting meetings and events, tracking requisition packages, maintaining the OA SharePoint site, and coordinating travel. The role handles confidential and time-sensitive material and works with all levels of Government and contractor management.

Location:  Humphrey Building, Washington, DC (On-site)

Responsibilities and/or Success Factors:

Correspondence and Documents

• Draft format and proofread correspondence, reports, memos, letters and presentations, and check that required attachments are included.
• Review items routed for signature to make sure the format is right and nothing is missing.
• Keep the staff directories and org charts current.
• Make every deliverable Section 508-compliant and editable by the Government.

On-Site Executive Support

• Handle in-person admin work printing, copying, scanning, and assembling and distributing materials.
• Prepare daily meeting folders, briefing books and binders ahead of meetings.
• Reserve conference rooms and set them up.

Meeting Support

• Take notes at about 5–8 OA meetings and conferences per month.
• Send out notes and action items within 3 days of meetings of 75 minutes or less, and within 5 days of strategic sessions longer than 90 minutes.
• Schedule meetings and set up virtual meetings on Government platforms.

Requisitions

• SharePoint and Travel Build, track and route OA procurement requisition packages, and maintain their files.
• Act as the focal point for the OA and ASFR SharePoint sites, including moving OMB MAX replacement content over to them.
• Manage travel from start to finish in E-Gov Travel (Concur): authorizations, vouchers, itineraries, profiles and fixing discrepancies.

Event Support (OA, ASFR and Department-wide; virtual, hybrid or in person)

• This work is directed by the Arlo PM and coordinated with Government event leads.
• Event types include summits, all-hands meetings, executive forums, workforce training, Industry Days, small-business outreach, retreats, town halls and awards ceremonies

HHS Conference Support (up to 2 per year)

• Work with the Government planning team to coordinate planning meetings, schedules and decision logs.
• Handle communications with leadership, speakers, exhibitors and other agencies.
• Manage registration and attendees, agendas, and executive participation and readiness.
• Provide on-site registration and schedule monitoring, and manage closeout (attendance data, feedback and lessons learned). 

Stakeholder Communication

• Learn the office's mission and its Federal and contractor structure so information gets to the right people.
• Serve as the liaison with Government and contractor executives for meetings and acquisition information.

Minimum Qualifications Including Certificates: 

• Bachelor's degree and four (4) years of related administrative work experience, OR a high school diploma and eight (8) years of related administrative work experience.
• Demonstrated experience handling confidential and time-sensitive materials.
• Strong written communication skills, with the ability to prepare and proofread professional correspondence, memoranda, and reports.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), Microsoft Teams and/or other virtual meeting platforms, and SharePoint.
• Ability to work independently, manage multiple priorities, and exercise sound judgment and problem-solving.
• Ability to work effectively with all levels of management and staff.

Desired Qualifications: 

• Prior experience working in or supporting a federal agency, preferably an acquisition or financial management office.
• Experience with Federal travel systems such as Concur.
• Familiarity with Federal procurement requisition processes and routing
• Experience administering SharePoint sites or migrating content between collaboration platforms. 
• Experience preparing Section 508-compliant documents.
• Experience supporting large meetings, conferences, virtual, and hybrid events.