Administrative Specialist

We are an established consulting firm with a $100M prime contract – so there is plenty of growth opportunity for you. We are a highly functional team of independent-minded, entrepreneurial consultants who have built our reputation as a trusted IT partner. We are looking for people who have a growth mindset and who are ready to bring new ideas and thinking to our client’s objectives.

You have the right caliber to be the right hand to multiple senior executives

You have supported multiple senior executives daily? Still you? Read on…

Hill Associates is seeking an IT Administrative Specialist to join our team supporting the Agency CIO and DCIO. The ideal candidate has extensive experience supporting an executive, has the ability to solve problems, is intuitive, and can think on their feet. The ability to interpret a variety of instructions shows understanding, friendliness, courtesy, tact, empathy, and politeness to others develops and maintains effective relationships with others.

The position will interface with a variety of federal employees, political appointees, and contractor and industry stakeholders. The candidate must have excellent written and verbal communication skills, work independently, and be capable of working with teams on behalf of our client’s executive leadership team.

This position requires U.S. Citizenship. The candidate must have the ability to obtain and maintain a public trust suitability clearance.

Remote-based work is currently supported due to COVID- 19. Physical work location is required in the DC metro region with potential telework options available to qualified candidates.

What You Will Get to Do:

  • Supports Executive Leadership in highly sensitive matters by gathering and providing information, coordinating as appropriate with various offices, organizations, and individuals to promote and ensure their understanding and support of programs and policies.

  • Attends confidential administrative and operational meetings; organizes, coordinates, and monitors the implementation of resultant actions, resolution, and administrative decisions.

  • Exercises sound independent judgment in screening mail, telephone calls, and visitors; decides what matters come to the CIO/DCIO’s attention; provides information and answers independent of the supervisor.

  • Accompanies the CIO/DCIO to public and governmental meetings and acts on meeting decisions and resolutions.

  • Arranges schedules, meetings, travel, distributes information, prepares reports and presentations, and performs other administrative tasks to ensure an efficient working environment as well as carries out special projects.

  • Performs administrative duties such as answering CIO phone, drafting, editing, and typing complex reports, developing, implementing, and maintaining appropriate office protocol and organization as well as completely executing or delegating daily administrative tasks.

  • Drafts, edits, reviews, and proofreads memoranda, speeches, strategy and policy papers, correspondence, and other documents and determines follow-up actions required while ensuring appropriate coordination between staff and other offices. Prepares reports, graphs, and briefing charts for a variety of presentations. Consolidates information, conducts analysis, and documents findings and recommendations in both narrative and graphic forms.

  • Performs confidential and special projects and researches and prepares reports and correspondence for the CIO’s signature.

  • Assist high-level agency managers in the implementation and coordination of administrative aspects of planning projects and programs.

  • Refers inquiries requiring technical program knowledge to an appropriate staff member for follow-up.

  • Provides guidance on policies, processes, and procedures related to administrative matters. Establishes, implements, and enhances systems and procedures to improve the efficiency of administrative operations.

You Will Bring These Qualifications:

  • 5 or more years of administrative experience with 2 years supporting senior executives.

  • Work well under pressure in a fast-paced environment and maintain the strict confidentiality of all interactions and communications.

  • Communication Skills: Ability to write business reports and correspondence. Ability to express facts and ideas in writing in a succinct and organized manner.

  • Interpersonal Skills: Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.

  • Oral Communication – Expresses information to individuals or groups effectively, taking into account the audience and nature of the information; makes clear and convincing oral presentations; listens to others; attends to nonverbal cues, and responds appropriately. Ability to speak effectively before groups of customers, employees, and management.

  • Attention to Detail – Is thorough when performing work and conscientious about attending to detail.

  • Analytical Skills: Ability to solve practical problems and deal with a variety of concrete variables; and an ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

  • Advanced PC skills with proficiency in the use of Microsoft Office (e.g., Word, PowerPoint, Excel, MS Project Manager, Visio) and e-mail/calendar software.

  • Exhibit superior phone manner, proofreading, and organizational skills.

  • Evidence of excellent planning skills and attention to detail.

  • Handle multiple tasks making appropriate judgments on priorities.

  • Able to learn and apply new information, skills, and procedures.

Education

  • Bachelor’s degree from an accredited college or university and five (5) years of experience performing executive-level administrative support work.

What We Can Offer You:

Hill Associates is an affirmative action and equal opportunity employer. Employment decisions will be made without regard to race, color, religion, sex, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information, or other characteristics protected by law.

If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Hill Associates Recruiting Team at 202-656-6505 or via email at careers@hillasc.com. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

Hill Associates offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.