Administrative Assistant

Job Summary

Performs a variety of administrative functions in a fast-paced technology-driven environment. Manages calendars, schedules, meetings, coordinates CONUS and OCONUS travel, and serves as a primary point of contact for internal and external stakeholders. Prepares professional correspondence and reports; organizes information; and supports projects through data collection and documentation.

Essential Duties and Responsibilities

• Manages incoming communications, including email and physical mail; drafts and prepares outgoing correspondence.
• Prepares routine and advanced documents such as letters, reports, briefings, and internal communications; scans and organizes digital files.
• Maintains both digital and physical filing systems to ensure accuracy, accessibility, and compliance with retention guidelines.
• Screens and directs calls; coordinates virtual and in-person meetings, including conference calls and video conferences.
• Manages calendars, schedules appointments, and coordinates domestic and international travel arrangements.
• Plans and executes meetings and events, including agenda preparation, logistics, facility reservations, and meeting minutes.
• Welcomes and assists visitors, ensuring professional and positive experience.
• Facilitates communication and workflow between departments, teams, and external partners.
• Conducts research, gathers data, analyzes information, and prepares summaries, reports, and recommendations with moderate guidance.
• Maintains office supply levels, anticipates needs, and manages procurement and vendor relationships.
• Supports office technology and equipment by coordinating maintenance and troubleshooting basic issues.
• Captures and submits facilities support requests, including maintenance, repairs, workspace needs, and service tickets.
• Coordinates with facilities teams, vendors, and building management to ensure timely resolution of issues and smooth office operations.
• Aids in workspace setup, moves, and general office environment needs as required.

Competencies

• Oral/Written Communication – Communicates clearly and professionally; listens effectively; produces accurate written materials; interprets and applies written information.
• Teamwork – Collaborates effectively; contributes to a positive team environment; supports shared goals.
• Ethics – Demonstrates integrity, respect, and ethical behavior in all interactions.
• Organizational Support – Follows policies and procedures; aligns work with organizational values and objectives.
• Planning/Organizing – Prioritizes tasks effectively; manages time and resources efficiently.
• Professionalism – Maintains a polished, respectful demeanor; takes responsibility for actions; follows through reliably.
• Quality – Produces accurate, thorough work; seeks feedback and continuous improvement.
• Quantity – Meets productivity expectations; completes tasks in a timely manner.
• Safety and Security – Adheres to safety protocols; identifies and reports potential risks; uses equipment appropriately.
• Adaptability – Adjusts to changing priorities, technologies, and work environments.
• Dependability – Follows instructions; responds promptly to direction; maintains reliability.
• Initiative – Proactively identifies needs; seeks opportunities to assist and improve processes.

Qualifications

• High school diploma or GED required.
• Minimum of 2 years of administrative or clerical experience, preferably supporting a specialized function or department.
• Experience with modern office technology, digital collaboration tools, and cloud-based systems is strongly preferred.
• Ability to read and interpret documents such as policies, safety rules, and procedural manuals.
• Ability to write clear, professional correspondence and reports.
• Ability to communicate effectively with individuals and groups across the organization.
• Ability to perform basic mathematical operations including addition, subtraction, multiplication, and division.
• Ability to compute percentages, ratios, and interpret charts or graphs.
• Ability to solve practical problems and handle a variety of variables in situations where limited standardization exists.
• Ability to interpret instructions delivered in written, verbal, or diagram form.
• Microsoft 365 proficiency required, including: Excel (spreadsheets, basic formulas, sorting/filtering, data entry, simple reports), Word (formatting documents and reports), PowerPoint (updating and formatting briefs, familiarity with updating master slides & templates), SharePoint (document libraries, uploading/version control, permissions awareness, file organization), Outlook/Teams (calendar management, meetings, communication).