Location: Lexington Park, MD (100% On Site)
Position Title: Program Support & Office Administrator
Overview
The Program Support & Office Administrator is a hybrid role that combines direct programmatic support with office management and administration for ITC Defense at our Lexington Park, MD office. This position splits time between completing tasks charged directly to program budgets and managing day-to-day office operations. A key responsibility of this role is serving as the primary point of contact for guests and visitors to the organization's conference rooms, ensuring professional and welcoming experience for internal staff, external partners, and visiting stakeholders.
This position requires someone who can move fluidly between program-related tasks (data entry, materials preparation, logistics coordination, correspondence) and office administration duties (facilities coordination, supply management, front-desk/reception support, scheduling), while maintaining a high level of organization, discretion, and customer service.
Position Responsibilities
Support may include, but is not limited to, the following:
Program Support Complete small, defined tasks assigned by program management, which may include data entry, document formatting, filing, and maintaining program records
Assist with preparation of program materials, reports, and presentations
Support logistics for program meetings, trainings, and events, including scheduling, room setup, refreshments coordination, and materials distribution
Support CAC issuance/revocation, NMCI management, and SAAR processing to provision and maintain access.
Provide general administrative support to program teams as directed
Office Management / Administration Serve as the primary point of contact for guests and visitors to conference rooms, including greeting guests, checking them in, and directing them appropriately
Manage conference room scheduling and calendars; resolve booking conflicts and ensure rooms are set up and ready for meetings
Coordinate room setup and breakdown, including audiovisual equipment, refreshments, and seating arrangements as needed
Maintain a clean, organized, and professional appearance of common areas, conference rooms, and reception spaces
Order and maintain office and meeting supplies; manage relationships with relevant vendors
Serve as a point of contact for facilities-related issues (maintenance requests, access, utilities, limited IT troubleshooting)
Manage incoming and outgoing mail and deliveries
Support interview and onboarding logistics for new staff (workspace setup, supplies, access/badges)
Assist with scheduling and calendar coordination for leadership or office-wide events as needed
Maintain office policies and procedures documentation; recommend improvements to office workflows
General: Exercise discretion in handling sensitive or confidential information related to programs, guests, and staff
Represent the organization professionally to all visitors, funders, partners, and members of the public
Perform other duties as assigned
Minimum Qualifications: Must possess an active U.S. Secret Security Clearance or have the ability to obtain and maintain one
Bachelor’s degree from an accredited university or college (or 6 years of related work experience as a substitute)
Associate’s degree from an accredited university or college (or 4 years of related work experience as a substitute)
Experience in Foreign Military Sales (FMS), logistics, program management, or a technical/business analysis discipline related to acquisition, lifecycle management, analysis, planning, or administrative, office support
Strong organizational skills with demonstrated ability to manage multiple tasks and shifting priorities
Excellent interpersonal and customer service skills, with a professional and welcoming demeanor
Strong written and verbal communication skills
Exceptional attention to detail and personal initiative
Proficiency with standard office software (e.g.,…