Administrative Manager I (International Travel)

Coordinates and supports the administrative services that allow the NAVWAR PMW 150 NATO Integrated Link Eleven (NILE) Program Management Office to operate efficiently – including international conference planning and facilitation, information and data processing, records management, telecommunications, security, supply, and property management – and implements procedures to improve productivity and customer service. 

Required international travel to NATO or other countries is typically quarterly at least and subject to evolving requirements:
- March - 6-7 days
- June - 7-10 days
- September - 6-7 days
- Dec - 7-10 days

Key Responsibilities: 

• Plan and participate in international events for the NILE Program Office providing administrative management services following strict execution guidelines, protocols, and timelines. 

• Coordinate event administration such as Event Management platform, registration, attendance, meeting minutes, side meetings, agendas, and information distributions.

• Manage broad Program Office services enabling efficient operation: secretarial/reception, administration, payroll, information and data processing, mail, materials scheduling and distribution, printing/reproduction, records management, telecommunications, security, facilities, parking, office property procurement/supply/disposal,

• Maintain and organize the document library, portals, and online repositories; apply proper document serial numbers, foreign-disclosure and distribution markings to material

• Handle information flow and act as a liaison between the Government and internal/external stakeholders, ensuring timely, accurate communication 

• Support website/portal management, keeping tools organized, correct, and current

• High-caliber oral, written, and briefing skills; strong organizational and time-management skills; excellent record management for formal minutes/action/decision items; 
• Sound understanding of financial planning, budgeting, and forecasting on international programs; 
• Proficiency with virtual event platforms (Teams, WebEx) and specialized event management software (Eventbrite)
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Project, Teams).
• Public relations, marketing, and project management 

Preferred Skills:
• Public relations, marketing, and project management 
• Ability to navigate diplomatic protocols, work with foreign organizations/delegations, coordinate translation/interpreting services.