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Administrative Specialist |
Yakshna Solutions, Inc., (YSI) is a CMMI Level 3 assessed, ISO 9001, 20000:1, 27001 certified, woman-owned small business enterprises, headquartered in Herndon, Virginia, USA. YSI provides professional IT solutions and services to business corporations and government organizations. YSI is committed to serve its business communities as a leading IT vendor providing innovative, quality, and cost-effective IT business solutions and services.
We offer a competitive benefits package that includes the following: 401(k), health, dental, and vision insurance, Life insurance, short-term and long-term disability insurance, paid time off, training, and professional development assistance.
YSI offers a competitive benefits package that includes the following: 401(k), health, dental, and vision insurance, Life insurance, short-term and long-term disability insurance, paid time off, training and professional development assistance.
Job Responsibilities:
- Conduct a quarterly inventory of administrative consumables.
- Assist in the procurement process, ensuring timely restocking of supplies.
- Track supply usage trends and recommend adjustments to inventory levels.
- Maintain accurate records of procurement activities for auditing purposes.
- Develop a working knowledge of Naval Protocol and ceremonial practices.
- Ensure all communications and correspondence align with appropriate protocols.
- Coordinate protocol arrangements for visits by high-ranking naval officers.
- Advise on etiquette and cultural considerations during multinational engagements.
- Create and manage the administrative tickler (tracker) system to monitor deadlines.
- Ensure timely follow-up on action items and task assignments.
- Notify leadership of approaching deadlines and outstanding tasks.
- Update the tracker regularly to reflect completed and pending activities.
- Assist in planning and executing Inter-American Naval Conference (IANC) meetings and related events.
- Coordinate logistics for venues, transportation, and accommodations for participants.
- Develop and distribute meeting agendas, minutes, and supporting materials.
- Facilitate interpretation and translation services for bilingual participants.
- Support virtual and in-person conferences with technical and logistical arrangements.
- Maintain and update the Secretariat’s website with current information.
- Coordinate with N6 personnel to address technical issues and updates.
- Manage virtual platforms for remote meetings and webinars.
- Ensure secure handling of digital data and communications.
- Track expenses related to administrative operations and events.
- Assist in preparing budgets for projects and procurements.
- Maintain archives of conference materials, resolutions, and official records.
- Develop summaries of key discussions and resolutions for Secretariat use.
- Ensure compliance with records management policies.
- Assist in onboarding new staff and familiarize them with Naval Protocol and operations.
- Schedule training sessions or workshops for team development.
- Maintain personnel records and monitor contract renewal timelines.
- Track and report on the progress of resolutions and action items from conferences.
- Prepare briefing packages and background materials for meetings and engagements.
- Organize and support protocol-related activities, including official receptions.
- Provide interpretation services during meetings and bilateral engagements.
- Assist with travel arrangements for Secretariat personnel and visiting dignitaries.
- Provide support in implementing contingency plans for disrupted events.
- Adapt quickly to urgent or unforeseen tasks and changing priorities.
- Work with members of partner nations that speak Spanish and Brazilian Portuguese.
Required Skills:
- Fluency in Spanish is required.
- Experience in professional system administration.
- SECRET security clearance.
YSI is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.
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