Senior Specialized Administrative Support Officer

Senior Specialized Administrative Support Officer

The Senior Specialized Administrative Support Officer will provide high-level administrative support to senior leaders, ensuring efficient day-to-day operations. This position requires a unique blend of executive support, project management, procurement, and HR tasks, with a preference for candidates who have prior experience supporting similar customers. The ideal candidate will be comfortable working independently with an expectation of taking initiative based on general guidance.

Key Responsibilities

Executive Support:

• Balancing the schedules of C-suite executives with conflicting priorities, ensuring all meetings, appointments, and travel plans are seamless and strategically prioritized.
• Acting as a Gatekeeper: Screening calls, emails, and visitors, deciding which require the executive's attention and which can be delegated or handled independently.
• Manage, synchronize, and deconflict executive calendars, schedule meetings across multiple time zones, prepare agendas and materials.
• Prepare, review, and disseminate reports, presentations, and other documents for internal and external stakeholders.
• Coordinate domestic and international travel, prepare expense reports, and handle travel logistics.
• Serve as a key point of contact for executive offices, facilitating communication between departments within the organization and external agencies in the DoD and IC, and maintaining confidentiality.

Procurement and Budget Management:

• Purchase and track office supplies, equipment, and materials in accordance with the organizations policies and budget limitations.
• Manage cross-functional projects, assisting executives with budget preparation and tracking, summarizing financial reports, and managing purchase orders.
• Collaborate with finance teams to ensure various budget estimates are prepared and available for senior management review.

Project and Schedule Management:

• Support project managers by tracking project timelines, schedules, and deliverables, ensuring resources are available deadlines met.
• Optimize project management documentation and organize project-related meetings.

Human Resources and Personnel Management:

• Oversee onboarding new employees, including processing security access and coordinating personnel paperwork.
• Support HR functions, including employee scheduling, timesheet approvals, and benefits inquiries.
• Assist in performance evaluations by organizing and maintaining records and ensuring compliance with HR policies.
• Provides mentorship and guidance to office staff in all aspects of Administrative Support.

Confidential Information Management:

• Sensitive Document Handling: Protecting highly confidential company information, executive communications, and strategic documents.

Physical Requirements:

• Physical requirements include handling items weighing up to 50 pounds.

Qualifications:

• Experience: Minimum of 5 years of experience in executive administrative roles. At least two years of experience supporting senior leadership.
• Education: BA/BS in related field, additional four years of direct experience may replace education requirement.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with government purchasing systems and procedures.
• Skills: Strong organizational, communication, and multitasking skills with a proven ability to prioritize tasks. Experience managing complex project schedules and deliverables. Knowledge of human resource functions, including onboarding, timesheets, and performance management.

CACI is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities.