(739) Executive Administrative Support Professional

Position Description:

Arlo Solutions provides Executive Administrative, Administrative, and Project Management Support Services to the U.S. Department of Health and Human Services (HHS), Assistant Secretary for Financial Resources (ASFR), Office of Acquisitions (OA). The work supports three Senior Executives with calendaring, correspondence, meeting coordination, and travel logistics, while also providing SharePoint site management, procurement package tracking, and administrative support for 5-8 OA meetings and conferences monthly.

Location: (Onsite) Washington, D.C.


Responsibilities and/or Success Factors:

Calendaring & Meeting Organization:

• Maintain calendars for 3 Senior Executives
• Monitor communications to make scheduling determinations; schedule/coordinate meetings including virtual platforms; 
• Hold weekly calendaring check-ins with executives

Administrative Support:

• Prepare, format, and edit correspondence, reports, memos, letters, and presentations
• Maintain staff directories and org charts; review correspondence for signature-readiness

On-Site Executive Support: 

• Printing, copying, assembling briefing books and meeting folders
• Conference room coordination
• Ensure materials are ready in advance of engagements

Meeting Support: 

• Support 5-8 monthly OA meetings/conferences
• Accurate notetaking; distribute summary notes/action items within 3 days (short meetings) or 5 days (longer strategic sessions) 

Requisition Package Processing:

• Gather, track, and route OA procurement/purchase packages SharePoint POC
• Serve as focal point for OA/ASFR SharePoint site, including content uploads/migration

Executive Travel Coordination:

• End-to-end travel support via Concur (authorizations, vouchers, itineraries, discrepancy resolution)

Event Support:

• Planning, logistics, and on-site/virtual support for summits, all-hands meetings, leadership forums, Industry Day events, and conferences (up to 2 HHS conferences/year)

Minimum Qualifications Including Certificates:  

• College degree 4 years of related work experience, or high school diploma 8 years of related work experience
• Prior experience supporting Executive-level personnel is required
• Ability to work well with all levels of management and staff Ability to handle confidential and time-sensitive material
• Must be legally eligible to work in the United States English-speaking, with skills necessary to meet government requirements

Desired Qualifications: 

• Position may occasionally require travel between Washington, DC and Rockville, MD to support Department-wide events (advance notice provided)