Senior Admin Support/ (Project Information Specialist)

Description

The Senior Administrative Support / Project Information Specialist serves as a lead administrative and operational support professional responsible for coordinating information management activities, facilities support functions, conference and training room operations, and audio-visual event support within a fast-paced professional environment. This position plays a key role in supporting organizational efficiency through process coordination, records and information management, staff support, event readiness, and operational continuity.

The role requires an experienced professional with the ability to independently manage complex administrative responsibilities, provide technical and procedural guidance to staff, support high-visibility meetings and events, and troubleshoot operational or A/V issues in real time. The ideal candidate demonstrates strong organizational leadership, exceptional customer service, sound judgment, and the ability to balance multiple priorities while maintaining professionalism, responsiveness, and attention to detail.

Key Responsibilities

• Develop, maintain, and implement organizational and administrative management policies, procedures, and process improvements.
• Evaluate program and operational effectiveness; identify gaps, recommend improvements, and support implementation of corrective actions.
• Provide training, guidance, and technical assistance to staff on administrative processes, information workflows, records procedures, and office support functions.
• Support information and records management activities, including document organization, data entry, database updates, report generation, and quality control.
• Use Microsoft Office, collaboration tools, databases, and computerized systems to support reporting, tracking, project information, and administrative requirements.
• Coordinate meeting, training, conference, and event readiness, including room scheduling, setup, logistics, equipment checks, and post-event reset.
• Provide on-site audio-visual support and troubleshoot basic A/V issues during meetings and events, including microphone, monitor, presentation, and visual material access issues.
• Create, update, and edit presentations, visual materials, and audio-visual content, including slides, videos, and meeting-support materials.
• Support facilities, office management, building services, security coordination, human resources administration, and other operational support functions.
• Maintain a professional, customer-focused approach when interacting with staff, visitors, executives, vendors, and external stakeholders.
• Manage multiple tasks simultaneously, prioritize urgent requirements, meet deadlines, and resolve complex administrative or operational issues.

Requirements

• Bachelor’s degree in business, information management, public administration, management, or a related field; relevant certifications may be considered in lieu of some educational requirements.
• At least 10 years of administrative management, project information management, facilities coordination, records management, or related professional experience.
• Experience developing, updating, and implementing administrative or organizational policies, procedures, manuals, SOPs, or process documentation.
• Experience evaluating program effectiveness, identifying process improvements, and recommending operational enhancements.
• Experience providing staff training, technical assistance, procedural guidance, or customer support.
• Experience supporting information and records management activities in a professional, regulated, government, or contractor environment.
• Proficiency with Microsoft Outlook, Teams, Word, PowerPoint, Excel, databases, and other computerized business systems.
• Experience supporting conference rooms, training rooms, executive meeting spaces, or event facilities.
• Experience providing basic on-site A/V troubleshooting, including microphone, monitor, video display, presentation access, and connectivity support.
• Experience creating or editing presentations, videos, visual materials, or other meeting-support content.
• Experience supporting office management, facilities management, human resources administration, security coordination, or related administrative services.
• Strong written and verbal communication skills.
• Strong organizational, customer service, problem-solving, and time-management skills.
• Ability to respond quickly and flexibly in a fast-paced, time-sensitive environment.
• Ability to manage multiple priorities, meet deadlines, and identify and resolve complex problems.
• Physical ability to move files, file boxes, room setup materials, furniture, equipment, or similar items when required.
• Ability to obtain and maintain a Secret security clearance; active clearance preferred.
• U.S. Citizenship required.

HeiTech Services is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, veteran status, or any other protected status under applicable law.

If you require a reasonable accommodation during the application process, please contact us at HR@HeiTechServices.com.

HeiTech Services may utilize technology-assisted tools, including artificial intelligence, to support the review of application materials. These tools are used to enhance efficiency; however, all hiring decisions are made by human reviewers in accordance with federal hiring guidelines.