Administrative Coordinator – Fire Support Services

Metropolitan Washington Airports Authority • Dulles, VA

10h • $29 - $41 • Onsite

About The Position

Serves in the Fire & EMS Headquarters Office at Washington Dulles International Airport (IAD). Provides primary administrative and executive support to the Assistant Fire Chief – Support Services, Deputy Chief – Administration, Fire Marshal, and subordinate staff within a high-visibility, high-tempo environment. Supports a wide range of administrative, operational, and accreditation functions requiring sound judgment, strong communication skills, and the ability to manage competing priorities. Performs related duties. Serves in the Fire & EMS Department at Washington Dulles International Airport (IAD).

Requirements

• Two years of progressively responsible experience providing administrative, secretarial, or clerical support.
• One year of specialized experience establishing workflow controls for an office with at least five personnel.
• Ability to establish, maintain, and improve electronic and paper filing systems.
• Skill in compiling, analyzing, summarizing, and presenting information in written reports, charts, and graphs.
• Ability to provide basic administrative support for budget, accounting, procurement, and human resources functions.
• Proficiency in using computers and modern office-suite software, including word processing, spreadsheets, and presentation tools.
• Ability to quickly learn Fire & EMS programs, policies, terminology, and organizational structures.
• Strong verbal and written communication skills, with attention to accuracy, clarity, and professional standards.
• Skill and discretion in handling confidential or sensitive materials.
• Ability to manage multiple priorities, deadlines, and tasks independently.
• A valid state driver’s license in good standing.
• A high school diploma or a General Educational Development (GED) certificate.

Nice To Haves

• Experience providing executive-level administrative support.
• Experience working in a Fire Department, Fire Marshal’s Office, or other public safety environment.
• Certification as a Certified Administrative Professional (CAP) or equivalent.

Responsibilities

• Stays informed on operational and administrative matters for Support Services and the Fire Marshal’s Office; communicates leadership directives, anticipates needs, and prepares materials in advance.
• Screens and prioritizes calls, emails, and visitors; serves as the primary point of contact and resolves routine inquiries.
• Manages calendars for the Assistant Chief, Deputy Chief, and Fire Marshal; schedules appointments, tracks leave and attendance, and resolves scheduling conflicts, including arranging alternate representations when needed.
• Coordinates meetings by reserving space, distributing materials, notifying participants, and preparing meeting records, including notes or minutes as required.
• Arranges and reviews for Fire & EMS staff to ensure accuracy and policy compliance.
• Prepares, edits, and formats correspondence, reports, manuals, and presentation materials to ensure accuracy, clarity, and professional standards.
• Compiles, analyzes, and summarizes data from multiple sources to support reports, briefings, and administrative decision-making; develops and maintains spreadsheets and databases.
• Establishes and maintains suspense logs and action trackers; monitors deadlines and follows up on pending or overdue items.
• Creates, maintains, and improves electronic and paper filing systems, including records, SOPs, accreditation materials, and reference documentation.
• Monitors office supply inventory; initiates requisitions; and coordinates support for office equipment, information systems, and telecommunications.
• Provides administrative support for budget, accounting, procurement, and human resources activities, including preparation of annual operating budget materials.
• Maintains accreditation records and organizes policies and procedures; prepares documentation for assessors and oversight reviews.
• Tracks training and continuing education compliance; coordinates registrations, travel, logistics, and assists with publishing training schedules.
• Supports recruitment by coordinating candidate testing, interview scheduling, and related communications.
• Facilitates onboarding by managing new-hire documentation, scheduling orientations, and coordinating access, equipment, and initial training requirements.
• Performs other duties as assigned.

Benefits

• Benefits include medical, dental, and vision coverage; well-being resources; health savings and flexible spending accounts; pension and retirement plans; and ongoing training and development opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED