Job DescriptionThe Senior Project Support Specialist provides expert-level executive, project, program, and operational support to NASA's
Earth Action Program within the Earth Science Division. This position serves as a trusted business partner to Earth Action leadership by coordinating executive operations, organizational priorities, strategic communications, travel management, program administration, and mission support activities.
Working closely with the Director, Deputy Director, Program Executives, Program Scientists, civil servants, and cross-functional stakeholders, the successful candidate will coordinate organizational activities, facilitate executive communications, manage complex administrative operations, and contribute to the successful execution of NASA's Earth Action Element initiatives.
ResponsibilitiesExecutive & Operational Support- Independently manage complex calendars, scheduling priorities, and executive engagements for the Associate Director and Deputy Associate Director.
- Coordinate executive meetings, leadership engagements, and organizational priorities while balancing competing deadlines.
- Coordinate domestic and international travel utilizing Concur Government Edition (CGE), including invitational, sponsored, intern, and foreign travel in accordance with Federal travel regulations.
- Prepare travel authorizations, vouchers, travel estimates, and supporting documentation while monitoring travel activities and maintaining accurate travel records.
- Coordinate visitor requests through EVAMS and NAMS, support foreign national visits, and serve as an escort when required.
- Coordinate executive logistics, conference room reservations, audiovisual support, Webex, Microsoft Teams, and hybrid meeting support.
Program & Organizational Support- Provide expert administrative and operational support to the Earth Action Program and Division leadership.
- Coordinate program meetings, leadership meetings, science team meetings, workshops, community engagement activities, and organizational events.
- Track action items, assignments, and organizational deliverables to ensure timely completion.
- Maintain organizational calendars, distribution lists, and communication channels supporting Earth Action activities.
- Manage executive speaking engagement requests and coordinate supporting logistics.
Communications & Document Management- Draft, edit, proofread, and format executive correspondence, presentations, reports, briefing materials, and organizational communications.
- Prepare and route documentation through NASA administrative systems, including PAM, NCTS, HATS, and related enterprise systems.
- Organize and maintain SharePoint sites, records management systems, and electronic files while safeguarding Controlled Unclassified Information (CUI) and Personally Identifiable Information (PII).
- Maintain organizational databases, trackers, and reporting tools supporting program operations.
Collaboration & Customer Service- Build collaborative relationships with NASA Headquarters organizations, NASA Centers, contractors, academia, industry partners, and external stakeholders.
- Serve as a trusted point of contact for Earth Action leadership by providing exceptional customer service and responsive administrative support.
- Partner with the PAAC Administrative Branch by sharing knowledge, participating in cross-training, and providing backup support when needed.
- Foster a collaborative environment focused on continuous improvement and organizational excellence.
Continuous Improvement & Innovation- Evaluate existing business processes and recommend improvements that increase organizational efficiency.
- Develop, update, and maintain Standard Operating Procedures (SOPs), process documentation, and organizational reference materials.
- Support modernization initiatives, knowledge management efforts, and implementation of new administrative technologies.
- Recommend innovative solutions that improve communication, workflow management, reporting capabilities, and overall customer service.
Requirements- Demonstrated experience supporting executive leadership within a complex Federal organization.
- Strong organizational, analytical, and project coordination skills.
- Outstanding written and verbal communication skills.
- Ability to independently manage multiple priorities while meeting competing deadlines.
- Demonstrated experience supporting executive-level meetings, workshops, conferences, and organizational events.
- Experience coordinating domestic and international Federal travel.
- Strong attention to detail with the ability to prepare, review, and edit executive-level documentation.
- Demonstrated initiative with the ability to anticipate organizational needs and solve problems independently.
- Advanced proficiency with Microsoft Office Suite, including Outlook, Teams, Excel, Word, PowerPoint, SharePoint, and Adobe Acrobat.
- Experience with NASA systems such as CGE, PAM, NCTS, HATS, EVAMS, NAMS, STRIVES, SATERN, and related enterprise applications is preferred.
- Ability to exercise sound judgment while handling confidential, sensitive, and pre-decisional information.
- Must meet NASA suitability requirements.
- Some travel may be required.
Education & Experience- Bachelor's degree plus seven or more (7) years of related professional experience; or
- Eleven (11) years of related professional experience in lieu of a degree.
Location- Hybrid (4-5 days onsite) at NASA Headquarters
We invest in the lives of our employees, both in and out of the workplace, by providing competitive pay and benefits packages. Benefits offered may include health care, dental, vision, life insurance; 401(k); education assistance; paid time off including PTO, holidays, and any other paid leave required by law. The salary offered will depend on several factors including, but not limited to, relevant experience, skills, education, geographic location, internal equity, business needs, and other factors permitted by law. Posted pay ranges are a general guideline only and are not a guarantee of compensation or salary.
