Administrative & Documentation Support Specialist

Job Description

Job Description

Position Overview

The Administrative & Documentation Support Specialist provides critical operational and program coordination support to the U.S. Coast Guard Offshore Patrol Cutter (OPC) Project Resident Office. This role operates at the center of program execution, ensuring that administrative processes, documentation workflows, and communication channels function efficiently within a fast-paced shipbuilding and acquisition environment.

Unlike traditional administrative roles, this position directly supports program delivery by coordinating meetings, tracking action items, managing documentation, and supporting leadership communications. The specialist ensures that information flows seamlessly across stakeholders, enabling timely decision-making and execution of mission priorities.

This role requires a high level of organization, attention to detail, and the ability to manage multiple competing priorities while maintaining accuracy and professionalism. The individual must be comfortable working alongside government personnel, supporting senior leadership, and contributing to program coordination efforts that directly impact OPC delivery timelines.

Key Responsibilities

• Coordinate meetings, calendars, and travel for program leadership
• Prepare reports, correspondence, and briefing materials
• Track action items, deliverables, and deadlines across teams
• Support data calls and information requests
• Maintain document control and filing systems
• Assist with internal and external communications
• Support program coordination and workflow tracking

Required Qualifications

• Bachelor's degree or equivalent experience
• 3–5 years of administrative or program support experience
• Strong organizational and communication skills
• Proficiency in Microsoft Office Suite
• Active Secret clearance or ability to obtain one

Preferred Qualifications

• Experience supporting Federal or DoD programs
• SharePoint or document management experience
• Experience supporting senior leadership