Administrative Support Specialist
Dayton, OH
Full Time
Mid Level
Job Title: Administrative Support Specialist
Location: Dayton, OH
Employment Type: Full-Time
Infinite Management Solutions, LLC is a woman and veteran owned business that focuses on delivering results by providing innovative solutions to challenge the status quo. We have over 75 years of combined experience and are dedicated to solving complex business problems. Our staff embody Professionalism, Integrity, and Excellence while achieving each customer's desired outcome. We consistently deliver high quality results on time and in the most cost-effective manner. Our focus on continuous improvement and growth keeps us ahead of competitors. We are professional problem solvers. We improve the world of our customers and help them accelerate change by ensuring effective and flexible operations, streamlining processes, developing customer centric communications, and enabling data-driven decisions.
Position Summary
The Administrative Support Specialist will support all administrative needs within the client’s Business Operations Team. The candidate will use organizational skills to manage office space and collaborate with clients and colleagues in a fast-paced environment. Ultimately, the candidate will support dynamic teams and ensure day-to-day office operations run smoothly.
Key Responsibilities:
General Administrative Support
- Provide administrative support for in/out/transfer processing, record maintenance, morale/team support, and general correspondence
- Manage phones, emails, appointment scheduling, and meeting planning
- Serve as primary support to the overall team (government and contractors) and as back-up to the executive assistant for senior-level government leaders
- Maintain office space and collaborate with clients and colleagues to ensure efficient operations
- Manage senior leaders’ schedules, including complex travel arrangements
- Coordinate governance structure meetings and other formal recurring/non-recurring meetings with divisions and leadership
- Track and manage program suspense and action items
- Provide back-up assistance during absences or workload surges
- Plan and coordinate events including agenda development, attendee scheduling, briefing material preparation, and protocol adherence
- Set up meetings and calls, including executive-level engagements
- Transcribe, format, edit, retrieve, and electronically file documents and presentations
- Route documents through established approval processes
- Track and control official and non-official program records
- Source and maintain a comprehensive program library
- Draft correspondence, memos, bullet background papers, and presentations
- Conduct public policy research and prepare program data support materials
- Coordinate and prepare staffing packages
- Set up and manage conference calls, video conferences, and presentations
- Utilize Microsoft Office tools and other technologies used by client divisions
- Bachelor’s degree from an accredited university in business administration or relevant field highly preferred
- At least 3 years of administrative experience
- Meets U.S. citizenship and work eligibility requirements for federal contractors
- Must be able to obtain and maintain a.0 Department of Defense (DOD) secret clearance
- Excellent verbal and written communication skills
- Proven ability to interact professionally with senior leaders, including civilians, military personnel, and contractors
- Ability to maintain confidentiality and exercise discretion
- Experience scheduling meetings and managing conference rooms (in-person and virtual)
- Proficient with Microsoft Outlook, Word, Excel, PowerPoint, and scheduling conference rooms and meeting in-person and virtually
Infinite Management Solutions, LLC is a Service-Disabled Veteran-Owned Small Business (SDVOSB) and a 100% woman-owned company. We are an equal opportunity employer and comply with all applicable federal, state, and local laws governing employment practices. All qualified applicants will be considered based on merit and business need. We welcome Veterans and transitioning service members to explore opportunities within our team.
Physical Requirements:
- Prolonged periods of sitting at a desk and working on a computer
- Manual dexterity sufficient to operate a computer keyboard, mouse, and other office equipment
- Visual acuity for close work, such as reading on screens and in print and working on a computer
- Occasional lifting of materials or equipment weighing up to 20 pounds
- Ability to communicate effectively, both verbally and in writing, in a professional office environment
- Sufficient physical ability to move about the workspace to attend meetings, access files, and perform other job-related tasks
This position description reflects IMS's assignment of essential functions; nothing in this job description restricts the Company's latitude to assign or reassign duties and responsibilities to this job at any time.
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