Administrative and Operations Support Specialist

Overview

The Administrative & Operations Support Specialist provides day-to-day administrative, coordination, and operational management support to a small, fast-paced team supporting federal human capital initiatives. This role goes beyond traditional administrative support and is focused on enabling team performance, maintaining operational discipline, and proactively improving internal processes.

The Specialist serves as a central operational hub for team logistics, internal communications, client-facing assessment documentation, onboarding activities, and knowledge management. The role includes structured interaction with internal stakeholders, consultants, and federal clients through meetings, deliverables, and assessments documentation, enabling consultants and federal leadership to focus on delivery and client outcomes.

This position operates with a high degree of autonomy and is expected to anticipate team needs, identify gaps, and proactively recommend and implement process improvements.

• Provide comprehensive administrative and operational support to a core human capital consulting team, serving as the primary coordinator for internal operations
• Independently manage calendars, schedule internal and client-facing meetings, coordinate availability, distribute agendas, and track follow-ups
• Attend internal and client-facing meetings as needed to capture accurate meeting minutes, action items, and decisions
• Maintain work trackers, task lists, and internal schedules; proactively identify risks, bottlenecks, or gaps and recommend solutions
• Anticipate team needs and take initiative to improve workflows, coordination, and operational efficiency

• Support multiple internal and client-facing assessments
  , including maintaining documentation, schedules, and tracking processes
• Develop, organize, and maintain Standard Operating Procedures (SOPs) for up to seven distinct assessment processes
• Ensure assessment materials, guidance, templates, and documentation are current, accurate, and accessible
• Coordinate assessment-related deliverables and support consultants in meeting internal and client deadlines

• Own and manage team SharePoint sites, ensuring content is current, logically organized, and user-friendly
• Upload, version, and archive documents in accordance with internal governance and records management processes
• Serve as a knowledge-management steward by organizing reference materials, guidance, templates, and internal resources
• Continuously improve information architecture and document accessibility to support team efficiency

• Lead operational onboarding for new team members, including:
  • Coordinating access to systems and tools
  • Updating org charts, team rosters, and internal documentation
  • Supporting Outlook setup, distribution lists, Teams channels, and Planner access
• Serve as a go-to resource for internal questions related to processes, documentation, and team operations
• "Take care of the team" by ensuring operational readiness, continuity, and consistency across day-to-day activities

• Heavily leverage Microsoft 365 tools (Outlook, Teams, SharePoint, Planner, PowerPoint) to support team coordination and delivery
• Create and maintain presentations, trackers, dashboards, and planning artifacts
• Help define, document, and reinforce consistent workflows and organizational practices across collaboration platforms

• Actively support internal initiatives related to AI-enabled tools and platforms, including Minerva / ChatGPT-based knowledge and workflow tools
• Assist with organizing inputs, documentation, prompts, and content that support internal, consultant-facing AI platforms
• Partner with team leadership to operationalize AI tools into repeatable workflows, documentation, and knowledge-sharing practices
• Stay engaged with evolving internal tools and contribute to continuous improvement of team enablement capabilities

• 2–5 years of experience in an administrative, operations, or…