Administrative Assistant II

About the Role

OBXtek is seeking an Administrative Assistant responsible for day-to-day administrative activities and comprehensive executive support to the Office Director. This position is a key member of an agile team, requiring a self-starter with adaptability skills to respond to changing ideas, responsibilities, and expectations.

Responsibilities

• Serves as an Executive Assistant to the Office Director by scheduling and coordinating meetings, making travel arrangements, preparing readaheads/documents, and capturing meeting minutes.
• Provides professional administrative support to other staff on various projects by navigating complex bureaucracy regulations.
• Serves as the primary timekeeper and maintains timesheet reports to comply with auditing and regulation procedures.
• Provides operational support services for the organization, including managing staff onboarding/offboarding, ensuring office locations are organized and operational, tracking project status, and maintaining accurate records.
• Assists in administrative plans and procedures needed to implement administrative regulations and edits standard operating procedures.
• Generates and compiles data calls for weekly activity reports, routine reports, correspondence, memos, and briefing materials.
• Acts as a branding gatekeeper and correspondence quality control manager by reviewing and tracking correspondences, after actions, meetings, briefings, and coordinates materials for management review.

Requirements

• Must possess a high school diploma; associate degree preferred.
• Five (5) years of administrative experience working in a fast-paced collaborative team environment, requiring strong communication skills to interact with people at all levels of the organization.
• Intermediate knowledge of administrative or program management procedures regarding planning, implementing, and problem-solving capabilities.
• High attention to detail, self-starter, results-driven, and ability to follow through on details.
• Demonstrated skill in shifting approach in response to the demands of a changing situation.
• Proficient in MS Office with excellent written and verbal communication skills.
• Ability to handle multiple tasks simultaneously.
• Experience in Department of State E2 Travel System, Electronic Country Clearances, Passport Special Issuance Agency, and WebTATEL system is preferred.
• Must be a U.S. citizen and possess or be able to obtain/maintain a SECRET clearance.

Benefits

• Comprehensive medical, dental, and vision plans.
• Flexible Spending Accounts.
• Matching 401K.
• Paid time off.
• Tuition reimbursement plans.