Program Support & Office Administration

Job Description

Job Description

Location: Lexington Park, MD (100% On Site)
Position Title: Program Support & Office Administrator

Overview
The Program Support & Office Administrator is a hybrid role that combines direct programmatic support with office management and administration for ITC Defense at our Lexington Park, MD office. This position splits time between completing tasks charged directly to program budgets and managing day-to-day office operations. A key responsibility of this role is serving as the primary point of contact for guests and visitors to the organization's conference rooms, ensuring professional and welcoming experience for internal staff, external partners, and visiting stakeholders.
This position requires someone who can move fluidly between program-related tasks (data entry, materials preparation, logistics coordination, correspondence) and office administration duties (facilities coordination, supply management, front-desk/reception support, scheduling), while maintaining a high level of organization, discretion, and customer service.

Position Responsibilities
Support may include, but is not limited to, the following:

Program Support

• Complete small, defined tasks assigned by program management, which may include data entry, document formatting, filing, and maintaining program records
• Assist with preparation of program materials, reports, and presentations
• Support logistics for program meetings, trainings, and events, including scheduling, room setup, refreshments coordination, and materials distribution
• Support CAC issuance/revocation, NMCI management, and SAAR processing to provision and maintain access.
• Provide general administrative support to program teams as directed

Office Management / Administration

• Serve as the primary point of contact for guests and visitors to conference rooms, including greeting guests, checking them in, and directing them appropriately
• Manage conference room scheduling and calendars; resolve booking conflicts and ensure rooms are set up and ready for meetings
• Coordinate room setup and breakdown, including audiovisual equipment, refreshments, and seating arrangements as needed
• Maintain a clean, organized, and professional appearance of common areas, conference rooms, and reception spaces
• Order and maintain office and meeting supplies; manage relationships with relevant vendors
• Serve as a point of contact for facilities-related issues (maintenance requests, access, utilities, limited IT troubleshooting)
• Manage incoming and outgoing mail and deliveries
• Support interview and onboarding logistics for new staff (workspace setup, supplies, access/badges)
• Assist with scheduling and calendar coordination for leadership or office-wide events as needed
• Maintain office policies and procedures documentation; recommend improvements to office workflows

General:

• Exercise discretion in handling sensitive or confidential information related to programs, guests, and staff
• Represent the organization professionally to all visitors, funders, partners, and members of the public
• Perform other duties as assigned

Minimum Qualifications:

• Must possess an active U.S. Secret Security Clearance or have the ability to obtain and maintain one.
• Bachelor’s degree from an accredited university or college (or 6 years of related work experience as a substitute).
• Associate’s degree from an accredited university or college (or 4 years of related work experience as a substitute).
• Experience in Foreign Military Sales (FMS), logistics, program management, or a technical/business analysis discipline related to acquisition, lifecycle management, analysis, planning, or administrative, office support.
• Strong organizational skills with demonstrated ability to manage multiple tasks and shifting priorities
• Excellent interpersonal and customer service skills, with a professional and welcoming demeanor
• Strong written and verbal communication skills
• Exceptional attention to detail and personal initiative
• Proficiency with standard office software (e.g., Microsoft Office or Google Workspace) and calendar/scheduling tools
• Ability to maintain confidentiality and exercise sound judgment
• Reliable, punctual, and able to work on-site during core business hours

Preferred Qualifications

• Bachelor's degree in business administration or a related field
• Experience working for a government contractor or military experience
• Prior experience managing conference room scheduling, reception, or front-of-house responsibilities
• Experience coordinating logistics for meetings or events, including AV/technology setup
• Familiarity with office management software or facilities-request systems.

For individuals assigned and/or hired to work in Maryland, ITC Defense is required by law to include a reasonable estimate of the compensation range for this role. This compensation range is specific to the State of Maryland and takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and delivery model. We would not anticipate that the individual hired into this role would land at or near the top end of the range, but such a decision will be dependent on the facts and circumstances of each case. A reasonable estimate of the range is $55,000.00 - $85,000.00 annually.

We are an organization of many diverse business opportunities, but each and every one of them centers around our people. ITC Defense Corp. is committed to creating a diverse environment and is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or protected veteran status. U.S. Citizenship is required for most positions. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice. Employment with ITC is at-will. ITC Defense welcomes resume submissions directly from individual job seekers. Unsolicited resumes from employment agencies will not be honored.

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ACCESSIBILITY- Candidates must be able to perform the essential functions of the position satisfactorily and that, if requested, reasonable accommodation may be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. If you are a qualified individual with a disability or a disabled veteran, you have the right to request a reasonable accommodation for purposes of participating in the application/selection process with ITC. Please refer to our website for further information on all our EEO/VEVRAA policies.

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