Job details

Administrative and Operations Specialist (Cleared)

CeLeen 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.

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.

CeLeen, an operating firm of Command Holdings, is a tribally-owned firm providing management consulting services to U.S. government agencies.

Pursuant to PL 93-638, as amended, preference will be given to qualified Native Americans and spouses in all phases of employment.
At CeLeen, our employees are the embodiment of our success as a firm. Our team is comprised of a tenacious group of diverse professionals located across the globe. It includes military veterans and spouses of active duty troops, former federal employees, policy experts, academics, attorneys, and technical and business experts, all of whom share a strong work ethic and the skills to succeed in both collaborative and independent environments. CeLeen is invested in the long-term success of both our clients and colleagues for the right reasons. Our dedication to putting good government into practice is underpinned by a merit-based culture that measures success by productivity and credibility.

CeLeen will provide reasonable accommodations to applicants who are unable to utilize our online application system due to a disability. Please send your request to HR at hr@wwcglobal.com.

CeLeen is an Equal Opportunity Employer – we do not discriminate based on age, race, national or ethnic origin, gender, veterans status, disability, sexual orientation, gender identity or any other legally protected class. Applicants have rights under Federal Employment Laws: Equal Employment Opportunity and Employee Polygraph Protection Act.

Celeen's Affirmative Action Program is available to any employee or applicant for employment for inspection upon request, to the extent required by federal regulations. The Affirmative Action Program can be accessed during normal business hours by making an appointment with HR at hr@wwcglobal.com.

Basic Qualifications

Bachelor’s degree.
Must have the ability to obtain and maintain a Secret Clearance. (Eligible to pass Federal security clearance process. Please visit the link for FAQs: https://www.dcsa.mil/mc/pv/mbi/gicp/).
2+ years of experience (including internship experience) in office management, administrative support, research, or project management.
Strong organizational, multitasking, and time management skills.
Ability to troubleshoot technology issues and provide support for meetings and events.
Ability to work independently and as part of a team.
Ability to work effectively in a fast-paced environment and meet deadlines.
Strong attention to detail and accuracy in work output.
Outstanding communication skills, influencing abilities, and client focus.
Professional proficiency in English is required.
Applicants must be currently authorized to work in the United States on a full-time basis. CeLeen will not sponsor applicants for work visas for this position.

Preferred Qualifications

Current, active Secret security clearance.
Demonstrated proficiency in Google Suite applications.
Master’s degree in a relevant field (e.g., public administration, business, or international relations).
Experience working in international development, foreign policy, or humanitarian aid.
Background in managing knowledge-sharing platforms or experience in knowledge management.
Previous USAID experience.
Available January 2025.

CeLeen offers a competitive benefits plan including: