Administrative Assistant

About the role

The Administrative Assistant – Special Programs provides administrative and operational support to designated Special Programs, departments, and/or office locations within Areté. This position works in a controlled/cleared environment and is responsible for maintaining a high level of confidentiality, attention to detail, and compliance with applicable company, program, and security requirements.

Responsibilities

• Provide administrative support to Special Programs, program managers, and designated personnel.
• Serve as a liaison between departments and program personnel to facilitate effective communication and coordination.
• Handle classified, controlled, proprietary, confidential, and/or sensitive information in accordance with applicable security and program requirements.
• Maintain and organize program files, records, databases, and other documentation to ensure accurate and timely retrieval.
• Scan, organize, track, and maintain DoD-reportable documentation in accordance with established program and security procedures.
• Review end-of-day checklists and ensure required administrative and program tasks are completed.
• Support document control and records-management activities as directed.
• Perform assigned Data Transfer Agent (DTA) duties in accordance with established security and program procedures.
• Receive, check in, and assist A3 visitors in accordance with established access and security procedures.
• Coordinate meetings, briefings, schedules, visitors, and other program activities in accordance with applicable security requirements.
• Cooking and serving meals for meetings and special events.
• Manage and maintain staff accounts, access, and related administrative requirements as assigned.
• Maintain the A3 area and training room in a clean, organized, and professional condition.
• Ensure meeting and training spaces are appropriately prepared, stocked, and ready for use.
• Follow established procedures for access control, visitor management, document handling, and protection of sensitive information.
• Promptly report suspected security concerns, incidents, or procedural issues through established reporting channels.
• Coordinate Area Office activities and operations to promote efficiency and compliance with company, program, and security requirements.
• Process and coordinate invoices, financial documentation, purchase requests, and account-related administrative activities.
• Maintain, order, and restock office supplies and inventory as needed.
• Research and recommend administrative and operational process improvements to increase efficiency and effectiveness.
• Maintain accurate records and tracking logs as required by the program.
• Demonstrate proactiveness, engagement, and strong follow-through by anticipating needs, taking ownership of assigned responsibilities, and ensuring tasks are completed accurately and timely.
• Identify administrative needs or potential issues and take appropriate action or seek guidance before they become problems.
• Provide general administrative support and perform other duties as assigned.

Qualifications

• A High School Diploma and 3+ years of experience or equivalent.
• Ability to obtain and maintain the security clearance required for the position.
• Ability to work in a controlled/cleared environment and comply with all applicable security requirements.
• Ability to handle sensitive and confidential information with a high degree of discretion and professionalism.
• If required to obtain and maintain the applicable security clearance, U.S. citizenship.

Benefits

We offer a comprehensive range of benefits, programs, and perks designed to support your well-being and career growth. These include:

• Health & Wellness Insurance
• Life and Long-Term Disability (LTD)
• Vision Reimbursement
• Fitness Reimbursement
• Financial 401(k) Retirement Plan Contributions
• Employee Stock Ownership Plan (ESOP)
• Continuing Education Assistance
• Work-Life Balance
• Flexible Scheduling
• Paid Time Off (PTO)
• Paid Parental and Bereavement Leave

What We Value

• Creativity and innovation in solving challenges
• Integrity and responsibility in all actions
• Collaboration across teams and specialties
• Responsiveness in fast-paced environments
• Passion for national security and excellence