Synertex is seeking an Administrative & Operations Specialist for a position supporting a government customer in Bethesda, Md
The following are duties that staff are expected to perform in support of the IARPA executive secretariat. This common set of skills will enable the staff to provide one another back up to ensure continuity in office operations. It is expected that the contractor staff will be proactive in these duties. • Ensure adequate admin coverage during office hours (9 hours per business day with times specified by the Director and COTR). Answer phones and take messages. Ensure uninterrupted coverage of the Director's telephones during core hours. • Draft and proof-read simple correspondence. • Basic document management of hard and soft copies, to include use of IARPA SharePoint (ex: process outgoing mail/packages, sort incoming mail/packages, filing, copying, scanning, sorting, faxing and shredding). • Basic information searches (ex: people, organizations, places). • Maintain office records (ex: phone lists, e-mail lists, D/DD/IARPA correspondence). • Support the process of maintaining adequate availability of office supplies and recommend the ordering of new supplies as needed. • Perform other administrative tasks required for daily office operations. • Develop and maintain administrative documents; generate and distribute general communications to IARPA personnel (Government & Contractor). • Maintain calendar for Director, senior leaders and office. Review calendar on a continuous basis to identify and resolve scheduling conflicts. • Meeting support for Director, senior leaders, and program managers (ex: set-up meetings, acquire read-ahead materials 24 hours prior to meetings, submit visit requests for onsite and offsite meetings, pass clearances for offsite meetings, confirm meetings, provide visitor escort, schedule meeting rooms). Provide administrative support to conferences when needed. NOTE: This meeting support does not include large scale formal meetings for events such as Proposer Day conferences. • Coordinate and arrange travel (ex: book flights and hotels, submit travel vouchers to include local travel, confirm reservations, and prepare travel folders with pertinent travel information), local, domestic, and international, for IARPA Director and Deputy Director. • Support the onboarding and off boarding process of IARPA employees (Government & Contractors, regardless of specific contract). • Provide support to office space logistics (furniture requirements, seating chart, etc.). • Maintain list of key contacts within the IC community. • Maintain administrative awareness of DNl events. Qualifications: • Demonstrated experience with ODNI processes and procedures. • Demonstrated experience with basic office software tools, such as MS Office. • Demonstrated experience performing administrative duties for a dynamic office environment. Required: • Associate's Degree in a related field such as business, management, communications from an accredited university (or 2 equivalent years of experience) and 5 years of IC experience in related functions.
The following are duties that staff are expected to perform in support of the IARPA executive secretariat. This common set of skills will enable the staff to provide one another back up to ensure continuity in office operations. It is expected that the contractor staff will be proactive in these duties. • Ensure adequate admin coverage during office hours (9 hours per business day with times specified by the Director and COTR). Answer phones and take messages. Ensure uninterrupted coverage of the Director's telephones during core hours. • Draft and proof-read simple correspondence. • Basic document management of hard and soft copies, to include use of IARPA SharePoint (ex: process outgoing mail/packages, sort incoming mail/packages, filing, copying, scanning, sorting, faxing and shredding). • Basic information searches (ex: people, organizations, places). • Maintain office records (ex: phone lists, e-mail lists, D/DD/IARPA correspondence). • Support the process of maintaining adequate availability of office supplies and recommend the ordering of new supplies as needed. • Perform other administrative tasks required for daily office operations. • Develop and maintain administrative documents; generate and distribute general communications to IARPA personnel (Government & Contractor). • Maintain calendar for Director, senior leaders and office. Review calendar on a continuous basis to identify and resolve scheduling conflicts. • Meeting support for Director, senior leaders, and program managers (ex: set-up meetings, acquire read-ahead materials 24 hours prior to meetings, submit visit requests for onsite and offsite meetings, pass clearances for offsite meetings, confirm meetings, provide visitor escort, schedule meeting rooms). Provide administrative support to conferences when needed. NOTE: This meeting support does not include large scale formal meetings for events such as Proposer Day conferences. • Coordinate and arrange travel (ex: book flights and hotels, submit travel vouchers to include local travel, confirm reservations, and prepare travel folders with pertinent travel information), local, domestic, and international, for IARPA Director and Deputy Director. • Support the onboarding and off boarding process of IARPA employees (Government & Contractors, regardless of specific contract). • Provide support to office space logistics (furniture requirements, seating chart, etc.). • Maintain list of key contacts within the IC community. • Maintain administrative awareness of DNl events. Qualifications: • Demonstrated experience with ODNI processes and procedures. • Demonstrated experience with basic office software tools, such as MS Office. • Demonstrated experience performing administrative duties for a dynamic office environment. Required: • Associate's Degree in a related field such as business, management, communications from an accredited university (or 2 equivalent years of experience) and 5 years of IC experience in related functions.