Job Description

We are seeking a highly competent Administrative Management Specialist with an anticipated commencement date of June 2025. The successful candidate must demonstrate proficiency in executing duties commensurate with an Office Manager role, exercise sound judgment and discretion in matters of significance within the Front Office, and possess extensive experience in establishing work priorities and effectively communicating with internal and external stakeholders across the Command.

• Provide comprehensive administrative and management support for a diverse array of command programs, ensuring seamless coordination with subordinate commands, detachments, and learning sites across eighteen (18) training locations. While operating in proximity to other administrative personnel, both military and civilian, the Administrative Management Specialist is expected to function autonomously while maintaining regular interaction with administrative and managerial staff at Headquarters, learning and field activities, and other military commands.
• Execute critical presentation, protocol, operational, and administrative tasks in direct support of senior leadership, ensuring the highest standards of professionalism and efficiency.
• Compose and prepare correspondence, directives, and various forms in accordance with strict formatting guidelines, demonstrating meticulous attention to detail and adherence to organizational standards.
• Demonstrate advanced proficiency in utilizing a comprehensive range of word processing software applications, including complex functions, to produce medical, scientific, or technical documents of the highest caliber. When necessary, employ various functions of additional software types such as desktop publishing, calendar management, electronic mail, spreadsheets, or graphics applications.
• Orchestrate travel arrangements with precision, adhering to general travel intentions, known preferences of travelers, and all applicable travel regulations.
• Efficiently coordinate transportation, hotel/Government quarters reservations, and effectively address security concerns. Prepare travel orders and travel vouchers with utmost accuracy and maintain consistent communication with travelers. May be required to maintain detailed reports on travel fund allocation and usage.
• Facilitate the coordination and planning of high-level hosted conferences, including the preparation of comprehensive staff briefings, management of conference logistics (billeting, protocol liaison, facilities coordination), directly supporting Command objectives.
• Oversee the coordination and management of conferences and meetings in the local area, ensuring all aspects are executed to the highest professional standards.
• Plan and execute large-scale meetings and conferences, potentially at remote locations. Attend conferences/meetings to provide crucial administrative support, manage logistical details, and meticulously document minutes to track action items.
• Conduct thorough analysis of proposed and existing regulations and directives to ensure conformance with style guides, clarity of communication, and avoidance of duplication or conflicts with other issuances. Recommend appropriate corrective actions and prepare command instructions/notices in strict adherence to proper formatting guidelines.
• Maintain and manage the Commanding Officer's and Executive Director's calendars with discretion and efficiency.
• Oversee the scheduling and allocation of all Center HQ's Conference Rooms, ensuring optimal utilization of resources.
• Provide expert guidance to office staff regarding the preparation and publication of complex documents, including newsletters, brochures, flyers, special reports, briefings, and manuals. Leverage comprehensive knowledge of the organization's programs and requirements, coupled with an in-depth understanding of various software capabilities, to determine and implement the most effective methods.
• Apply advanced publishing techniques to enhance the impact and effectiveness of critical materials such as reports, presentation and briefing materials, training resources, and scientific or technical study papers. Determine appropriate form, arrangement, and spacing for documents based on subject matter complexity and intended use.
• Administer the Command's Incentive Award Program for military and civilian personnel with the highest level of integrity and attention to detail. Prepare comprehensive award packages and process award certificates/medals in strict compliance with established protocols.

Qualifications

• Active Clearance Required
• Bachelors Degree from an accredited institution and three years experience in a DOD environment.
• Experience handling a wide range of administrative and executive support related tasks; able to work independently with little to no supervision.
• At least five (5) years’ experience at an Executive Level within a DOD administrative environment.
• Recent administrative, presentation, protocol and operations support experience within the last three (3) years.
• Executive administration experience with high level event planning and coordination; itinerary development; and detailed knowledge of Navy protocol and military courtesies policy and regulations.
• Excellent communication skills, both orally and in writing.
• A thorough knowledge of DOD organizational and command structure

Additional Information

Only qualified candidates will be contacted. Be sure to keep an eye on your spam or junk folders in case our emails end up in there! Please, no phone calls directly to our business, CEO, hiring managers, or recruiters. Due to the high volume of applicants, we typically receive for our career openings, we are not able to do phone interviews until later stages of the hiring process.

Toomey Technologies is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, gender, disability, age, or veteran status.