Conference and Administrative Support Specialist (Part-Time/On-Call)

Our client is seeking Conference and Administrative Support Specialists. The role is part-time, on-call support for a variety of federal government contracts in a hybrid work environment. This role combines conference and meeting coordination with administrative support to assist executive-level staff and internal and external stakeholders. Responsibilities include coordinating logistics for meetings and events, providing customer service, maintaining schedules and documentation, and supporting day-to-day administrative operations. The ideal candidate demonstrates professionalism, discretion, flexibility, and exceptional organizational and communication skills while delivering responsive, high-quality support in both conference and administrative functions.

Essential Duties and Responsibilities:

Conference Support (50%):

• Plan, coordinate, and execute in-person, virtual, and hybrid conferences, meetings, workshops, and training events for government clients, ensuring compliance with contract requirements, agency policies, and established timelines.
• Coordinate event logistics, including venue selection, meeting space setup, audiovisual support, virtual meeting platforms, registration, travel coordination, security access, and on-site event support.
• Develop and maintain detailed conference project plans, event schedules, attendee rosters, agendas, briefing materials, and after-action documentation while serving as the primary point of contact for government stakeholders, vendors, and participants.
• Provide on-site conference support by overseeing registration, coordinating speakers and presenters, resolving logistical issues, ensuring smooth event execution, and preparing post-event reports, participant evaluations, and recommendations for continuous process improvement.

Customer Service and Operations Support (25%):

• Serve as point of contact for incoming service requests via email, phone, and in-person interactions.
• Coordinate and process customer service requests, ensuring accurate documentation and timely resolution.
• Manage and update electronic databases to track service requests and workflow.
• Collaborate with internal service providers to deliver customer support solutions efficiently.
• Maintain the Customer Support inbox and phone line, providing timely and professional responses.
• Develop and maintain tracking tools, spreadsheets, and reports to support service metrics and workflow efficiency

Administrative and Executive Support (25%):

• Provide administrative support to senior-level officials, including scheduling, meeting logistics, and correspondence.
• Manage and update executive calendars; schedule, confirm, and adjust meetings as needed.
• Greet and assist Treasury visitors and ensure proper meeting coordination and documentation.
• Prepare and distribute meeting materials, including agendas, briefing documents, and follow-up action items.
• Take notes during meetings, track deliverables, and follow up on outstanding tasks.
• Handle document delivery and pickup between Treasury offices, ensuring confidentiality and accuracy.
• Communicate regularly with management to provide updates on project and administrative support activities.

Competencies

Must be able to follow clear, detailed instructions and use discretion and initiative to manage day-to-day tasks independently. Refer unusual or complex situations to the supervisor while providing regular updates on customer support activities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The following requirements are representative of the knowledge, skill, and/or ability required.

General Skills

• Strong customer service orientation and ability to resolve issues effectively.
• Excellent communication and interpersonal skills.
• Proactive, solution-oriented approach to customer support.
• Detail-oriented with strong organizational and time management abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to manage multiple tasks simultaneously in a fast-paced environment.
• Strong problem-solving skills and ability to work collaboratively with team members and clients.

Education and/or Experience

• AA Degree plus 2 years of relevant experience OR High School Diploma plus 5 years of relevant experience.
• Proficiency in Microsoft Suite
• Knowledge of government operations or familiarity with federal agency environments is a plus.

Physical Demands

The selected candidates must be able to exert up to twenty pounds of force occasionally to lift, carry, push, pull, or otherwise move objects. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.