Administrative Support Specialist

Job Family :
Program Management (PRO)

Travel Required :
Up to 10%

Clearance Required :
Active Secret

What You Will Do:

The Administrative Support Specialist provides high-level administrative, operational, and communication support to Program Managers within the Defense Advanced Research Projects Agency (DARPA). The incumbent will independently perform administrative management functions, lead efforts to resolve administrative challenges, apply new policies, maintain administrative systems, and prepare required administrative documentation. Additionally, they will perform a broad range of technical and program management tasks in support of office, project, and program functions.

Day to Day Responsibilities May Include:

• Compose correspondence for leadership signature and route documents for action with follow-up to ensure timely completion.
• Serve as a primary point of contact for internal and external stakeholders requiring Front Office engagement.
• Manage calendars, schedules, and operational trackers to keep leadership informed and prepared.
• Monitor, track, and manage all incoming taskers, action items, and deadlines using established tools.
• Support time and attendance activities; familiarity with TATEL is strongly preferred.
• Manage and administer SharePoint sites, including content, permissions, and workflow automation.
• Develop interactive dashboards and reporting tools using MS Power BI.
• Collaborate with stakeholders to assess knowledge management needs and recommend effective solutions.
• Assist with development and maintenance of internal and external websites.
• Submit purchase requests for contract services through Ariba and complete annual property reports.

What You Will Need :

• An ACTIVE and CURRENT SECRET federal security clearance
• Associate's Degree
• THREE (3) years of increasingly responsible administrative support experience, including two (2) years supporting executive-level management.

What Would Be Nice To Have :

• Bachelor's degree
• An ACTIVE and MAINTAINED "TOP SECRET/SCI (TS/SCI)" Federal or DoD security clearance
• Intermediate to advanced proficiency in Microsoft Office Suite and related tools
• Experience with tracking and scheduling short-term and long-term meetings for leadership, including external and internal meetings
• Experience with administrative tasks, including ensuring packages are signed by leadership in a timely manner and assisting clients with basic IT needs and issues as they arise
• Ability to work closely with colleagues to manage invitations and higher-level engagements for agency leadership, ensuring they have received the necessary materials to prepare for all upcoming engagements
• Ability and desire to learn about program details and expand your skillset in a fast-paced environment
• Ability to learn client specific processes for records management and other administrative tasks
• Experience working within the Department of Defense

What We Offer :

Guidehouse 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.

Benefits include:

• Medical, Rx, Dental & Vision Insurance
• Personal and Family Sick Time & Company Paid Holidays
• Position may be eligible for a discretionary variable incentive bonus
• Parental Leave and Adoption Assistance
• 401(k) Retirement Plan
• Basic Life & Supplemental Life
• Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
• Short-Term & Long-Term Disability
• Student Loan PayDown
• Tuition Reimbursement, Personal Development & Learning Opportunities
• Skills Development & Certifications
• Employee Referral Program
• Corporate Sponsored Events & Community Outreach
• Emergency Back-Up Childcare Program
• Mobility Stipend

About Guidehouse

Guidehouse is an Equal Opportunity Employer-Protected Veterans, Individuals with Disabilities or any other basis protected by law, ordinance, or regulation.

Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at RecruitingAccommodation@guidehouse.com . All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

All communication regarding recruitment for a Guidehouse position will be sent from Guidehouse email domains including @guidehouse.com or guidehouse@myworkday.com . Correspondence received by an applicant from any other domain should be considered unauthorized and will not be honored by Guidehouse. Note that Guidehouse will never charge a fee or require a money transfer at any stage of the recruitment process and does not collect fees from educational institutions for participation in a recruitment event. Never provide your banking information to a third party purporting to need that information to proceed in the hiring process.

If any person or organization demands money related to a job opportunity with Guidehouse, please report the matter to Guidehouse's Ethics Hotline. If you want to check the validity of correspondence you have received, please contact recruiting@guidehouse.com . Guidehouse is not responsible for losses incurred (monetary or otherwise) from an applicant's dealings with unauthorized third parties.

Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.