Administrative Operations Specialist

ClearancePublic TrustAbout UsAre you ready to join an exceptional team that's rewriting the future of national security and global impact? Welcome to Ardent Eagle Solutions (AES), a dynamic and rapidly expanding small business that's at the forefront of supporting the Federal Government, Department of Defense (DoD), and Intelligence Community (IC) on a global scale.At AES, we don't just embrace change; we drive it. We're in the business of transforming challenges into opportunities, and ordinary careers into extraordinary journeys. As part of our team, you'll be at the heart of groundbreaking missions that shape the course of history and protect our nation's most critical interests.Our commitment to success doesn't end with our customers; it begins with you. We're dedicated to nurturing the talents of our remarkable employees and propelling them to new heights of excellence. Here, you'll find a culture that empowers you to excel, innovate, and realize your full potential.OverviewThese positions provide travel and expense management, time reporting and management, and advanced level Microsoft 365 support to executives of a Federal client located in the National Capital Region.BackgroundOur team provides high-level executive support services to a Federal client in the National Capital Region. This role is part of a mission-driven environment that enables senior government leadership to operate efficiently and effectively through expert administrative, technical, and operational support. Team members serve as trusted partners to executives, managing travel and expense activities, supporting workforce timekeeping processes, and delivering advanced Microsoft 365 assistance. The ideal candidate thrives in a fast-paced setting, demonstrates exceptional attention to detail, and is committed to providing outstanding customer service to executive-level stakeholders.ResponsibilitiesKey tasks include, but are not necessarily limited to, the following:Travel Coordination and SupportPrepare travel authorizations, vouchers, reimbursement support documents, and related travel packages using the E2 travel system and in accordance with applicable Federal travel regulations and agency procedures.Coordinate travel logistics for Federal staff and invited travelers, including itinerary coordination, documentation, voucher support, status tracking, and travel reimbursement processing.Maintain travel trackers, identify missing approvals or documentation, and provide status updates to travelers and Government officials as directed.Support conference, meeting, and group travel package preparation and routing when requested.Provide travel assistance to Federal employees and other offices as needed.Time and Attendance SupportProvide Administrative Support for time and attendance tracking using the GovTA timekeeping systems and procedures.Serve as a timekeeper and backup timekeeper in accordance with current Federal time and attendance regulations.Maintain pay period calendars, send reminders, review timesheets for completeness and obvious errors, and notify employees and approvers of outstanding actions.Prepare timekeeping status reports for Government review. Government officials retain all certification and approval authority.Office Management and Administrative SupportCoordinate facilities requests, purchase requests, training request packages, IT helpdesk tickets, space needs, equipment requests, and other administrative actions as directed.Serve as a liaison to the Operations Team regarding facilities, training, travel, time and attendance, office space, equipment, and administrative support matters.Monitor shared mailboxes, respond to and initiate inquiries regarding personnel, facilities, administration, programs, and related matters, and route issues as appropriate.Explain policies, answer routine questions, and independently resolve administrative issues whenever feasible.Maintain calendars, contact lists, electronic files, and administrative records.Upload routine documents to approved web content management systems, shared repositories, or designated locations when authorized and trained.Maintain budget tracking records, expense reconciliation documentation, and other administrative support records for Government review.Conduct administrative reviews of program applications and related documentation for completeness and accuracy.Office Meeting, Conference, and Training SupportSchedule and coordinate meetings, appointments, conferences, training sessions, and other events for executive leadership, management officials, and program staff.Manage meeting logistics, including conference room reservations, attendee coordination, audiovisual support, and meeting preparation activities.Coordinate hybrid and virtual meetings using approved technologies such as Google Meet, WebEx, or other Government-approved platforms.Coordinate with IT helpdesks, vendors, or support personnel to ensure meeting technology and audiovisual systems function properly.Prepare agendas, meeting notes, action item trackers, briefing materials, meeting preparatory materials, and follow-up reminders.Correspondence, Reporting, and Document PreparationPrepare, edit, and maintain correspondence, memoranda, manuals, informational materials, forms, newsletters, reports, spreadsheets, presentations, promotional materials, and other written products.Perform basic statistical calculations, data analysis, and data organization to support reports, dashboards, briefings, presentations, and other management products.Maintain work products, reports, and supporting documentation related to assigned administrative functions.Program and Specialized Administrative SupportPerform specialized administrative duties required to support specific program areas, exercising sound judgment and discretion within established operating procedures and guidelines.Apply knowledge and experience to identify issues, recommend solutions, and support achievement of program objectives.Perform other administrative and program support duties as required to support Government missions and functions.QualificationsApproximately 8 or more years related experience.Ability to successfully complete a Tier I background investigation to perform in a position of Public Trust.EducationBachelor degree desired. (Minimum of Associate degree required)Location and Work HoursThis position is 100% on-site and requires daily reporting to the following location:Silver Spring, MDThis role is not eligible for remote or telework arrangements. Candidates must reside within a reasonable commuting distance of the worksite and be able to reliably report on-site as required.This position follows a standard 40-hour work week, Monday through Friday. Employees are expected to be available during core business hours of 8:00am- 4:30pm, with additional working hours scheduled outside of core hours as needed to fulfill the full work schedule.The candidate must currently reside within commutable distance to the work location.Benefits and EEOAt Ardent Eagle Solutions, we offer a comprehensive benefits package to our employees and their families:Medical/Dental/Vision CoverageMatching 401(k) PlanContinuing Education AssistancePaid Time OffThis job description is intended to describe the general scope of work and level of work that is needed to perform while on task with Ardent Eagle Solutions. Other duties may be assigned. Selected candidates may undergo a government security investigation and must fulfill eligibility criteria for accessing classified information. US citizenship may be a prerequisite for certain roles. Ardent Eagle Solutions is an Equal Opportunity Employer#ADMIN