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Position: Administrative Specialist
Location: Inter-American Naval Conference (IANC), USNAVSOUTH/FOURTHFLT
Position Summary:
The Administrative Specialist provides comprehensive administrative, logistical, and protocol support for the Inter-American Naval Conference (IANC) and its leadership. This role ensures efficient coordination of meetings, international engagements, and operational tasks within a multinational naval environment.
Essential Functions:
- Manage the Permanent Secretariat’s calendar, scheduling meetings and appointments.
- Draft and proofread routine correspondence, including emails, memos, and official letters.
- Translate documents and correspondence between English, Spanish, or Brazilian Portuguese as needed.
- Serve as the primary administrative point of contact for the Assistant Secretary for Administration.
- Prepare briefings, reports, and presentations for senior leadership.
- Answer and screen phone calls, routing inquiries to the appropriate personnel.
- Maintain a secure filing system (both physical and digital) for classified materials (SECRET level) and sensitive documents.
- Perform office personnel administrative functions, including organizing and maintaining files, records, and official publications.
- Act as the logistics liaison with USNAVSOUTH N6 Supply Petty Officer, ensuring procurement and supply chain efficiency.
- Conduct quarterly inventory of administrative consumables, tracking supply usage trends and recommending inventory adjustments.
- Ensure all communications align with Naval Protocol, including etiquette and cultural considerations for multinational engagements.
- Coordinate protocol arrangements for high-ranking naval officer visits and official receptions.
- Develop and manage the administrative tickler (tracker) system, monitoring deadlines and ensuring timely follow-ups.
- Assist in planning and executing Inter-American Naval Conference (IANC) meetings and related events, including logistics coordination.
- Organize travel arrangements, venue reservations, and accommodations for conference participants.
- Facilitate interpretation and translation services for bilingual meetings and discussions.
- Support virtual and in-person conferences, managing technical platforms and logistics.
- Maintain and update the Secretariat’s website, coordinating with N6 personnel for technical support.
- Track expenses related to administrative operations and event planning, assisting with budgeting.
- Maintain archives of conference materials, resolutions, and official records, ensuring compliance with records management policies.
- Assist in onboarding new personnel, familiarizing them with Naval Protocol, operations, and training requirements.
- Monitor contract renewal timelines, personnel records, and staff training schedules.
- Track and report on conference resolutions and action items, preparing briefing packages for leadership.
- Provide interpretation services during meetings and bilateral engagements.
- Support contingency planning for disrupted events, ensuring adaptive responses.
- Work closely with partner nations, coordinating activities with Spanish- and Portuguese-speaking officials.
Qualifications & Requirements:
- Fluency in Spanish required; proficiency in Brazilian Portuguese is preferred.
- Extensive experience in professional system administration and office management.
- SECRET security clearance required.
