Administrative Specialist

Job Identification

• Job Title: Administrative Specialist
• Department: Executive Office
• Reports to: Executive Vice President
• Location: Alexandria, VA
• Grade: 17
• FLSA Status: Non-Exempt

Statement of Purpose

To provide support to the executive office and senior leadership for administrative tasks and other projects.

Business Communications

• Employees in Other Divisions Frequently
• Supervisory Personnel Frequently
• Associated Agency Personnel Frequently
• Federal and/or State Government Agencies Frequently
• U.S. AbilityOne Commission staff and members Occasionally
• NIB Board Assistant Secretary Occasionally
• NIB Board Members Occasionally
• NAEPB Board Members Occasionally

Education

Associate of Arts degree or similar from a regionally accredited university, college, or technical school. Bachelor's degree in communications, English, or business from a regionally accredited college or university strongly preferred. An equivalent combination of education and experience may also be acceptable.

Training and Specialized Knowledge

Must be a self-starter who can work independently while conducting numerous assignments. Excellent oral and written communications skills, including keen sense of grammar, punctuation, and written communication style guidelines. Strong organization, problem-solving and computer skills, including Microsoft Word, Excel, PowerPoint, SharePoint, and internet proficiency required. Excellent judgment and an ability to manage confidential work with tact and discretion.

Core Competencies

• Accountability
• Communication Skills
• Ethics /Integrity
• Customer Care
• Job Knowledge/ Technical Skills
• Process Improvement

Experience

A minimum of three (3) years' professional experience in an executive assistant/support position. Prior experience supporting multiple executives and board members a plus.

Travel

Limited travel outside the DC area.

Primary Responsibilities

Administrative Support:

• Manage and screen incoming calls and correspondence for the Executive Office
• Coordinate travel arrangements for senior leadership as needed.
• Prepare and process expense reports for senior leadership in a timely and accurate manner.
• Manage calendars for senior leadership, including scheduling, coordinating, and confirming meetings and appointments.
• Track and monitor leadership deadlines, ensuring timely follow-ups.
• Maintain organized digital and physical filing systems for executive documentation.
• Schedule meetings, prepare agendas, and coordinate logistics, including AV setup and catering.
• Support NAEPB Board administrative needs as required.
• Adapt quickly to changing priorities and respond professionally to dynamic situations.

Communication Support:

• Draft, edit, and proofread executive correspondence and communications.
• Manage and distribute incoming mail; compose letters and prepare standard responses.
• Assist in the preparation of reports, presentations, and meeting materials.
• Take minutes during meetings and assist in the follow-up on action items.

This job description does not imply that these are the only duties to be performed. The incumbent in this position will perform such other tasks as may be required for the effective operation of the Division/Department upon receipt from his/her supervisor.

NIB IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

NIB is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, or protected Veteran status.