Position Overview
Arlo is in search of a Front Office Administrative Support to support the overall front office administrative operations of the Office of Local Defense Community Cooperation. You would serve as the liaison between OLDCC staff and administrative support. Additionally, the candidate will utilize Federal and DoD resources to ensure productivity and efficiency to ensure seamless administrative operations.
Work Location
Crystal City, VA, (Monday – Friday between 8am-4:30pm)
Job Responsibilities and/or Success Factors
- Meeting Logistics: Ensure seamless coordination of recurring staff meetings, including task assignment, timely preparation, and daily synchronization calendar reviews. Proactively manage meeting room reservations, address potential conflicts, and update the synchronization calendar with Long Range Calendar events. Distribute read-ahead meeting presentations, set up audio-visual equipment, and serve as a backup for Deputy Directors' administrative support. Attend key meetings for updates and contribute to the efficient functioning of VTC equipment and phones.
- Reception: Manage the front desk to provide a welcoming environment for all visitors. Greet and assist individuals entering the OLDCC suite. Facilitate admission for visitors without key access, ensuring proper sign-in and out through the visitation log. Escort visitors to designated areas and coordinate with administrative staff for visitor escorts. Maintain a tidy reception area by resetting seating, turning on lights, and ensuring operational equipment. Monitor security feeds, notify IT support of technical issues, and close meeting spaces each day in adherence to Agency policies.
- Telephone Triage: Handle office phone operations with a professional demeanor. Answer calls, referring them to the appropriate individuals following OPSEC procedures. Take detailed messages and forward them via email within 1 hour. Maintain a high level of professionalism throughout the call, ensuring clear, accurate, and informative notes. Regularly check the main office voice mailbox, retrieve messages, and promptly return calls.
- Mail and Office Operations: Facilitate efficient mail and package handling on behalf of the office. Retrieve incoming mail and documents from Pentagon and USPS mailrooms, ensuring timely delivery of outgoing parcels. Stock FedEx package materials in the supply room and coordinate outbound shipments. Submit tracking documents to the Office Manager for monthly review. Attend weekly staff meetings, internal meetings, and Agency-wide trainings for professional development. Include meeting and training attendance in the monthly status report submitted to the Contracting Officer. Highlight completed tasks in a detailed qualitative and quantitative manner in the monthly status report. Address and resolve any issues or concerns related to the role in the monthly status report.
Education and Minimum Qualifications
- Must have an active Secret clearance.
- High school degree with at least two (2) years of experience performing administrative staff, clerical, clerical technical, or secretarial work.
- Proven experience in administrative support roles.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office Suite.
- Ability to maintain a professional and welcoming demeanor in a fast-paced environment.
Desired Qualifications
- Bachelor’s degree from an accredited college/university.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Paid time off
- Professional development assistance
- Referral program
- Vision insurance
Schedule:
Application Question(s):
- What is your salary requirement?
Experience:
- administrative work: 2 years (Preferred)
Security clearance:
Ability to Commute:
- Arlington, VA 22202 (Required)
Ability to Relocate:
- Arlington, VA 22202: Relocate before starting work (Required)
Work Location: In person