Administrative Support Specialist
| Company | Odyssey Systems |
|---|---|
| Location | Bedford, MA, USA |
| Salary | $Not Provided – $Not Provided |
| Type | Full-Time |
| Degrees | Bachelor’s |
| Experience Level | Mid Level, Senior |
Requirements
- Must be a US citizen
- Must hold an active Secret clearance
- Bachelor’s degree with 3 years experience, 1 of which must be in the DoD OR 5 years of directly related experience, 5 of which must be in the DoD
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Experience with Microsoft Project, SharePoint, and DoD workflow systems
Responsibilities
- Keep leadership informed of mission-related issues and key updates
- Monitor progress on various taskings and initiatives, ensuring timely execution
- Provide information and background materials for program events
- Draft official documents for leadership approval and signature
- Disseminate program policies and initiative guidance across the organization
- Schedule, coordinate, and support physical and virtual meetings
- Prepare background information and invite required participants
- Maintain and file meeting documentation, including attendance logs, minutes, and action items
- Manage scheduling and technical requirements for video and online conferencing
- Maintain logs and instructions for conferencing equipment setup and execution
- Prepare correspondence, reports, papers, and briefings following applicable policies and templates
- Maintain appointment calendars and conference room schedules
- Answer telephones, forward messages, and respond to routine inquiries
- Support coordination, distribution, and tracking of action items and suspense responses
- Provide recommendations on administrative and office management processes
- Assist with file management and document updates for the program office
- Assist with travel planning, arrangements, and execution per the Defense Travel System (DTS) and Defense Travel Administrator’s Manual
- Ensure proper coordination of travel documentation and logistics
- Forward messages to program team members and provide Government-approved responses as required
- Learn/track the Aircraft and Personnel Automated Clearance System (APACS) for the submission of country clearance data
Preferred Qualifications
- Bachelor’s degree preferred
- Excellent communication and briefing skills for senior leadership and stakeholders
- Strong organizational and multitasking abilities in a fast-paced environment
- Proactive problem-solving mindset with attention to detail