(744) Administrative Support Specialist

Position Description:

Arlo Solutions is seeking an experienced Administrative Support Specialist to provide on-site administrative, coordination, and meeting support to the HHS Office of Acquisitions (OA) and the Office of the Assistant Secretary for Financial Resources (ASFR). The Administrative Support Specialist keeps the executive office running smoothly: preparing and editing correspondence, supporting meetings and events, tracking requisition packages, maintaining the OA SharePoint site, and coordinating travel. The role handles confidential and time-sensitive material and works with all levels of Government and contractor management.

Location:  Humphrey Building, Washington, DC (On-site)

Clearance:  Ability to obtain Public Trust

Responsibilities and/or Success Factors:

Key Responsibilities Correspondence and Document Support 

• Prepare, create, format, review, and edit correspondence, reports, notes, memoranda, letters, presentations, and other communications for accuracy, spelling, grammar, formatting, and required attachments.
• Review correspondence routed for signature by staff, supervisors, and senior managers to confirm proper format and completeness.
• Maintain the office's main staff directories and organizational charts.
• Ensure all documents are Section 508-compliant and editable by the Government.

On-Site Office and Executive Support

• Provide day-to-day, in-person administrative support including printing, copying, scanning, assembling, organizing, and distributing meeting and briefing materials.
• Prepare daily meeting folders, briefing books, binders, and other hard-copy materials so Government officials and staff have what they need in advance of meetings.
• Coordinate conference room reservations and meeting room preparation.

Meeting Support

• Provide administrative support and accurate notetaking at OA meetings and conferences (approximately 5–8 per month).
• Distribute summary notes, action items, and reports within 3 days of meetings lasting 75 minutes or less, and within 5 days of strategic conferences and meetings lasting longer than 90 minutes.
• Schedule meetings and set up virtual meetings using Government-provided virtual platform subscriptions. Requisitions, SharePoint, and Travel
• Gather, assemble, track, prepare, and submit for routing the requisition packages for OA procurements, including routing sheets and acquisition documents, and maintain the package files.
• Serve as the focal point for the OA and ASFR SharePoint sites: monitor, update, and upload content, including migrating OMB MAX replacement content to OA SharePoint.
  
  
• Support official travel end to end in the E-Gov Travel Service (e.g., Concur):
  • travel authorizations, vouchers, itineraries, traveler profiles, documentation review, and resolution of discrepancies.
    
    
• Event Support Provide planning, coordination, administrative, communications, virtual/hybrid platform, and on-site logistical support for OA, ASFR, and Department-wide events at Government facilities or other Government-authorized locations, working under the direction of the Arlo Project Manager and in coordination with designated Government event leads.
  
  
• Events may be virtual, hybrid, or in person and may include: 
  • HCA Strategic Enterprise Summits and Office of Acquisitions All Hands meetings.
  • Executive leadership meetings, forums, and roundtables.
  • Acquisition workforce conferences, training events, and professional development activities.
  • Industry engagement, Industry Day, vendor outreach, and small-business outreach events.
  • Strategic planning sessions, retreats, workshops, and working sessions.
  • Awards ceremonies, town halls, employee engagement activities, and recognition events.

Pre-Event Planning and Coordination

• Help develop and maintain event project plans, schedules, milestones, action-item trackers, staffing plans, checklists, and run-of-show documents.
• Coordinate event logistics, including room and venue requirements, seating and room configurations, registration processes, accessibility needs, audiovisual and IT requirements, and virtual/hybrid platform needs.
• Coordinate invitations, attendee lists, registration information, speaker and panelist logistics, biographies, agendas, briefing materials, presentation decks, talking points, signage, and name badges.
• Work with Government offices, facilities, security, audiovisual/IT staff, speakers, presenters, and vendors to confirm event readiness, without making commitments or incurring costs on behalf of the Government unless expressly authorized.
• Support rehearsals, technical checks, speaker preparation sessions, planning meetings, and final readiness reviews. 
• Prepare event communications and materials in accessible, Section 508-compliant formats.
  
  

Minimum Qualifications Including Certificates: 

• Bachelor's degree and four (4) years of related administrative work experience, OR a high school diploma and eight (8) years of related administrative work experience.
• Demonstrated experience handling confidential and time-sensitive materials.
• Strong written communication skills, with the ability to prepare and proofread professional correspondence, memoranda, and reports.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), Microsoft Teams and/or other virtual meeting platforms, and SharePoint.
• Ability to work independently, manage multiple priorities, and exercise sound judgment and problem-solving.
• Ability to work effectively with all levels of management and staff.
• Ability to work on-site full-time at the Humprey Building, Washington, DC.
• Ability to obtain and maintain an HHS background investigation and PIV card.
• Ability to obtain a Public Trust clearance.

Desired Qualifications: 

• Prior experience working in or supporting a federal agency, preferably an acquisition or financial management office.
• Experience with Federal travel systems such as Concur.
• Familiarity with Federal procurement requisition processes and routing.
• Experience administering SharePoint sites or migrating content between collaboration platforms.
• Experience preparing Section 508-compliant documents.
• Experience supporting large meetings, conferences, virtual, and hybrid event