Administrative Support / Project Information Specialist - U.S. Trade and Development Agency en TLN Worldwide Enterprises Inc

Description

The Administrative Support / Project Information Specialist provides comprehensive administrative, operational, and records support to the Information Resource Center (IRC) within the U.S. Trade and Development Agency (USTDA).

This role ensures that USTDA’s administrative and project documentation, business center operations, and records management activities are executed accurately, efficiently, and in full compliance with federal standards.

The position serves as a central administrative point of contact, supporting agency correspondence, scheduling, recordkeeping, and logistics within the USTDA’s headquarters facility in Arlington, VA.

Key Responsibilities

Administrative & Operational Support

• Provide day-to-day administrative support to the USTDA Information Resource Center (IRC) and the Office of Administration.
   
• Manage correspondence, document routing, filing, and general office workflows.
   
• Draft, edit, and format official USTDA memoranda, reports, and internal communications.
   
• Track and process incoming and outgoing documents, ensuring timely distribution and proper retention.
   
• Assist with travel coordination, procurement requests, supply orders, and inventory tracking.
   
• Maintain and update administrative databases, spreadsheets, and logs to support performance tracking and quality control.
   
• Support phase-in and phase-out transition activities, ensuring seamless continuity of operations.
   

Scheduling and Meeting Coordination

• Maintain conference room reservations, calendars, and scheduling systems for internal and external meetings.
   
• Assist with meeting logistics, including agenda preparation, attendee coordination, and distribution of materials.
   
• Provide on-site support for agency events, training sessions, and working groups hosted in the Business Center or conference facilities.
   

Records and Information Management Support

• Assist the Records Custodian / Technical Expert in maintaining USTDA’s Central Agency Files (CAF) and related document repositories.
   
• Support scanning, labeling, indexing, and electronic filing of administrative and project records.
   
• Ensure compliance with NARA, FOIA, and USTDA records management requirements for the creation, maintenance, and disposition of documents.
   
• Retrieve and provide records to support FOIA requests, audits, or internal reviews.
   

Customer Service & Liaison

• Serve as a front-facing support resource for USTDA staff and visitors, providing courteous and professional assistance.
   
• Respond to internal requests for administrative and document support, escalating complex issues to senior staff as appropriate.
   
• Coordinate with contractors, vendors, and agency partners to ensure operational needs are met in a timely manner.
   

Requirements

Education & Experience

• Bachelor’s degree in Business Administration, Public Administration, or related field preferred (or equivalent work experience).
   
• 3–5 years of experience providing administrative or program support in a federal agency or government contractor environment.
   
• Experience supporting records management, document control, or information systems strongly preferred.
   

Technical Skills

• Proficiency in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Teams, SharePoint).
   
• Knowledge of records management systems and document control processes.
   
• Familiarity with federal administrative policies, correspondence standards, and records retention requirements.
   

Soft Skills

• Strong organizational and multitasking skills with meticulous attention to detail.
   
• Excellent communication and interpersonal skills.
   
• Proven ability to handle sensitive information with discretion.
   
• Ability to work independently and collaboratively in a professional, fast-paced environment.