MLT Systems

Senior Administrative Specialist

MLT Systems

full-time

Posted on:

Location Type: Office

Location: Stafford • Virginia • 🇺🇸 United States

Visit company website
✨ AI Apply
Apply

Job Level

Senior

About the role

  • Directly supports Senior Managers with executive secretarial support services, including the preparation of correspondence, reports, meeting agendas, action items, memos, charts, presentations, tables, graphs, etc.
  • Position requires excellent written/oral communication skills; working knowledge and ability to perform detail-oriented work under strict deadlines are required.
  • Directs the classification, indexing, cataloging, and storage of confidential and critical information from multiple sources.
  • Advises, manages, and mentors personnel assigned to administrative function.
  • Works collaboratively with engineers and technical professionals in the writing, editing, and publication of various types of acquisition documents (e.g., test plans, test reports, survey reports).
  • Tracks and monitors flow of all documents from inception to distribution of final copies.
  • Identifies and corrects problem areas as they arise.
  • Provides final quality assurance check for all document deliverables.
  • Leading and managing an administrative team providing enterprise-wide administrative support.
  • Providing administrative travel support.
  • Providing Security clearance and visit requests support.
  • Providing meeting coordination and support.
  • Providing facilities and IT support coordination.
  • Providing mail and office supplies management.
  • Tasker Management: Reviewing Taskers assigned in the ETMS2 and providing recommendations for government review and comment.
  • Consolidating and finalizing responses for submission.
  • Tracking Taskers for responses, closure, metrics, and historical recordkeeping.
  • Consolidating and reviewing responses, ensuring completeness and accuracy. Following up on outstanding Taskers, validate responses, and address incorrect or missing information.
  • Acquisition Operations Support: Providing administrative and operational support.
  • Managing and tracking acquisition documentation.
  • AMHS Correspondence. Compiling and tracking deployment and conference packages.
  • Maintaining workspace and facilities information.
  • Providing day-to-day operational and administrative assistance and managing daily roll call.
  • Processing and tracking Public Release Requests.
  • Must have strong organization management and communication skills and the ability to work effectively in a fast-paced and highly structured DoD environment.
  • Drafting, staffing, and submitting CDRLs for Government review.

Requirements

  • High School Diploma
  • (10) years of demonstrated experience progressive professional administrative experience in performing executive administrative duties.
  • Must have at least a minimum of four (6) years of specialized experience using commercial automated word processing (e.g., Microsoft Business Suite).
  • Knowledge of various regulations, manuals, and guidelines essential to the Department of the Navy and Marine Corps operations such as DON Correspondence Manual (SECNAV M-5216.5), MCO 5216.20B HQMC Supplement to the DON Correspondence Manual, GPO Style Manual, Marine Corps Records Management 5210.11F, JTR Regulations, ODTA and DTS processes and procedures, JPAS, MOL, VIPER, and MS 365 suite of tools.
  • Minimum Clearance Required: SECRET
Benefits
  • MLT Systems is a Service Disabled Veteran Owned Small Business.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Employee encounters while performing essential functions are typically normal indoor office settings.

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
executive administrative dutiesdocument classificationdocument indexingdocument catalogingquality assurancetask managementacquisition documentation managementpublic release request processingreport writingpresentation preparation
Soft skills
written communicationoral communicationdetail-orientedorganizational managementcollaborationmentoringproblem-solvingtime managementleadershipability to work under deadlines
Certifications
High School DiplomaSECRET Clearance