Administrative and Operations Specialist (USAID)

Position description

CeLeen, an operating firm of Command Holdings, is seeking a highly organized and detail-oriented Administrative and Operations Specialist to provide comprehensive operational and administrative support across various teams. The ideal candidate will ensure smooth day-to-day operations, assist leadership with scheduling, and manage key administrative tasks, including event coordination. This role requires flexibility, excellent communication skills, and the ability to work effectively in a fast-paced environment.

This position is contingent on vacancy.

Multiple positions may be hired from this announcement. 

Responsibilities may include, but are not limited to:

 Executive Support:

• Manage multiple calendars, including scheduling, deconflicting, and rescheduling meetings.
• Provide logistical support, such as preparing agendas, tracking action items, and coordinating travel arrangements.
• Respond to phone and email inquiries and prepare materials for meetings.
• Ensure confidentiality and handle sensitive information with discretion.

Administrative Support:

• Facilitate meetings by preparing agendas, taking notes, and tracking action items.
• Support onboarding and offboarding processes for new and transitioning staff.
• Maintain and update organizational charts, listservs, and shared drives.
• Assist in managing meeting spaces and resources for the team.

Meeting and Event Coordination:

• Coordinate and schedule meetings, conferences, and events across all locations.
• Ensure meetings are equipped with necessary technology and troubleshoot any technical issues.
• Prepare and distribute meeting agendas and materials, and capture meeting minutes and follow-up action items.
• Set up and maintain meeting spaces to ensure functionality and proper equipment.

Budget Management:

• Assist with managing division budgets, including financial reporting and reconciliation.
• Process financial transactions, monitor expenses, and assist with budget planning and decision-making.

Travel and Logistics:

• Coordinate travel arrangements, including flights, accommodations, transportation, and visa requirements.
• Support travel logistics for official visitors and staff as needed.

Document Management:

• Maintain and update electronic tracking documents and filing systems.
• Create, edit, and format reports, presentations, and other documents.
• Distribute relevant materials, such as meeting minutes and newsletters, to staff.

Operational Support:

• Provide guidance on administrative processes and support services.
• Evaluate and improve operational procedures for greater efficiency.
• Mentor and train new staff on administrative processes.
• Backstop other administrative staff as necessary.

Expected salary range: $62,000 – $72,000

Work Environment:

• Moderate noise (i.e. business office with computers, phone and printers) and /or occasional Loud noise (airfield, large equipment).
• Ability to sit at a computer terminal for an extended period of time.
• Ability to work in confined areas.

Physical Demands:

• While performing the responsibilities of the job, the employee is required to sit, stand, talk, and hear.
• Employee is often required to sit and use their hands and fingers to operate a computer.

Travel:

• 0-10% / Minimal travel.

Application instructions

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