Senior Project Support Specialist

REQ#: 4871

Senior Project Support Specialist

Full Time

Location: NASA HQ – Washington DC

We are seeking a Senior Project Support Specialist to support the Science Mission Directorate (SMD), Earth Science Division (ESD) Front Office at NASA Headquarters in Washington, D.C.

Job Description

The Senior Project Support Specialist provides high-level executive, administrative, and project support services to the Earth Science Division (ESD) within NASA’s Science Mission Directorate (SMD). This role directly supports the ESD Director and Deputy Director while serving as a key member of the Front Office team responsible for ensuring efficient operations and effective coordination across the Division.

The successful candidate will serve as a trusted partner to senior leadership, balancing competing priorities while independently managing complex administrative and operational requirements in a fast-paced, mission-driven environment. Responsibilities include executive scheduling, domestic and international travel coordination, leadership support, communications management, meeting facilitation, action tracking, special projects, and process improvement initiatives.

Responsibilities

• Provide exceptional executive and project support to the Earth Science Division Director, Deputy Director, and Front Office leadership team while ensuring organizational priorities and deadlines are met.
• Manage and coordinate complex executive calendars, schedules, and competing priorities for senior leadership.
• Coordinate and process domestic and international travel authorizations, mission-essential travel requests, launch travel, conference travel, invitational travel, and travel vouchers utilizing Concur Government Edition (CGE) and related NASA systems.
• Coordinate international travel requirements, including country clearances, Advanced Travel Notification Forms (ATNF), foreign travel documentation, passport requirements, and Office of International and Interagency Relations (OIIR) coordination.
• Prepare and track conference travel submissions and ensure compliance with Federal Travel Regulations and NASA procedural requirements.
• Support leadership meetings, reviews, workshops, conferences, retreats, and strategic engagements through agenda development, scheduling, logistics coordination, attendee management, and facilitation support.
• Capture, prepare, finalize, and distribute meeting notes, summaries, decision logs, and action items.
• Develop executive briefing materials, presentations, reports, correspondence packages, travel matrices, organizational communications, and leadership reference materials.
• Monitor and track suspense items, action requests, correspondence, and leadership commitments to ensure timely completion.
• Coordinate visitor requests, badging requirements, and support for official visitors, stakeholders, and external partners.
• Support division-wide activities, employee engagement initiatives, milestone reviews, workforce events, and special projects.
• Coordinate and maintain Front Office records, electronic filing systems, SharePoint sites, distribution lists, repositories, and tracking tools.
• Route and track memoranda, forms, agreements, correspondence packages, and other documentation through NASA approval and workflow systems.
• Develop and maintain Standard Operating Procedures (SOPs), desk guides, and process documentation.
• Identify opportunities to improve administrative processes, enhance customer service, and increase operational efficiency.
• Collaborate with NASA Headquarters organizations, NASA Centers, Federal agencies, academic institutions, industry partners, and international stakeholders in support of Earth Science Division priorities.
• Provide surge support to other ESD organizations and Front Office activities as required.
• Perform additional duties as assigned.

Requirements

• Ability to independently manage multiple priorities in a fast-paced executive environment.
• Experience supporting senior executives, directors, deputy directors, or organizational leadership teams.
• Strong organizational, analytical, and project coordination skills with exceptional attention to detail.
• Demonstrated ability to manage complex calendars, executive schedules, and competing priorities.
• Experience coordinating domestic and international Federal Government travel and associated federal travel requirements.
• Experience supporting leadership meetings, conferences, workshops, reviews, and strategic engagements.
• Demonstrated ability to prepare executive communications, reports, presentations, briefing materials, and correspondence.
• Ability to proactively identify issues, anticipate leadership needs, and develop practical solutions.
• Strong verbal and written communication skills with the ability to engage professionally with stakeholders at all organizational levels.
• Experience creating and maintaining SOPs, administrative processes, and workflow documentation.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Teams, PowerPoint, Excel, SharePoint, and Word.
• Experience with NASA administrative and workflow systems preferred, including CGE, HATS, STAR, PAM, EVAMS, NCTS, and related systems.
• Ability to exercise sound judgment, discretion, and professionalism while handling sensitive and confidential information.
• Must meet NASA suitability requirements, including background investigation and citizenship/permanent residency requirements.
• Some travel may be required.

Education and Experience

• Bachelor's degree plus 8 years of related professional experience; or
• 11 years of related professional experience in lieu of degree.
• Preferred experience supporting NASA Headquarters senior leadership, Front Office operations, or Federal executive organizations

ASRC Federal and its Subsidiaries are Equal Opportunity / Affirmative Action employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected veteran status.