Executive / Front Office / Office Level Administrator

XMSTART is looking to add experienced full- Executive / Front Office / Office Level Administrators to our team, in Chantilly, VA. All positions are 100% Onsite.

Our Customers require highly organized and detailed-oriented Administration experience at various office levels. This position is hiring at Junior, Intermediate, and Senior levels to provide comprehensive administrative support and coordinate, integrate, and execute various administrative functions across various offices at the NRO. These positions are ideal for motivated individuals who thrive in fast-paced environments and are eager to contribute to mission-critical operations.

In this position, you will be responsible to ensure seamless operational support through scheduling, correspondence management, travel coordination, and records management, in accordance with organizational directives and policies.

Responsibilities:

• Scheduling & Coordination: Manage and coordinate activities, appointments, meetings, and meetings, ensuring the seamless execution of the senior executive’s daily agenda.
• Conference Room & Event Management: Maintain and manage conference room calendars, organize telephone conferences, and facilitate messaging.
• Travel Management: Arrange and coordinate travel, including itinerary planning, processing vouchers, and securing VIP parking arrangements.
• Documentation & Correspondence: Conduct administrative reviews of briefings and correspondence for grammar and formatting. Draft, proofread, edit, and coordinate correspondence.
• Records & Configuration Management: Provide support to the Program Record Office (PRO) for records management in accordance with NRO Directive 56-1. Ensure execution of configuration management plans for NRO products.
• Onboarding & Offboarding Support: Assist with in-processing and out-processing of Contractor and Government personnel. Prepare required documentation, including check-in sheets, badge requests, NRO Account Action Process (NAAP) requests, and Tech Requests.
• Stakeholder Engagement: Interface with the NRO Corporate Front Office, greet and escort visitors, and prepare background information for meetings.
• Mail & Office Operations: Retrieve, sort, and distribute incoming mail, faxes, and other documents. Arrange for the delivery of outgoing mail/packages.
• Resource Management: Assist in ordering supplies/equipment and arranging office equipment repairs.
• Career Service Panel Tracking: Track and manage Career Service Panel dates and deadlines to ensure compliance with organizational processes.

Qualifications:

• 5-10+ years of relevant experience
• Experience with managing email, calendars, and events through Microsoft Outlook
• Strong organizational and critical thinking skills
• Strong interpersonal and communication skills

Preferred Qualifications:

• Excellent oral and written communication skills
• Strong written correspondence skills
• Ability to synthesize complex actions and adhere to tight deadlines
• Ability to work independently with minimal supervision.
• Deliver on commitments be reliable, highly organized and structured

Education:

• HS diploma required
• Bachelor’s degree (preferred)

Security Clearance Requirements:

• Active TS/SCI clearance with CI Poly
• Reinvestigation date within 7 years if not an active NRO employee