Administrative Assistant II

About The Role

The Administrative Assistant II at CTC plays a vital role in supporting the efficient operation of our engineering and project teams. This position requires a proactive, detail-oriented professional capable of managing a wide range of administrative functions in a fast-paced environment. The successful candidate will provide intermediate-level support, including managing communications, preparing complex documents, coordinating travel and expenses, and assisting with departmental projects. This role is integral to ensuring seamless workflow, effective communication, and high organizational standards. The position offers an exciting opportunity to contribute to high-priority initiatives, including supporting a dedicated team managing a significant national security project for the U.S. Navy. The role is remote, allowing flexibility while maintaining a focus on operational excellence.

Qualifications

• High school diploma or equivalent; some college coursework preferred
• Minimum of 2+ years of experience in administrative or clerical support roles
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong organizational and time management skills
• Excellent verbal and written communication abilities
• Able to work independently and exercise sound judgment
• Must be able to obtain a Secret clearance

Responsibilities

• Prepare, edit, and finalize complex documents, including reports, presentations, proposals, and correspondence, utilizing Microsoft Office tools
• Draft and proofread correspondence to ensure accuracy, professionalism, and adherence to company standards
• Manage and maintain departmental files and records, ensuring proper organization and compliance with retention policies
• Aid in creating and maintaining templates, forms, and standardized documents for departmental use
• Receive, screen, and prioritize telephone calls and emails, responding or redirecting inquiries as appropriate
• Act as a liaison between the department and internal/external stakeholders to facilitate effective communication and follow-up
• Schedule and coordinate meetings, prepare agendas, take minutes, and distribute follow-up action items
• Arrange complex travel itineraries, including transportation, accommodations, and meeting schedules, in accordance with company policies
• Prepare and reconcile expense reports, ensuring accuracy and timely submission
• Support departmental projects by tracking deadlines, organizing materials, and coordinating with team members for timely completion
• Monitor and order office supplies within budget constraints
• Assist with onboarding new team members by preparing materials and coordinating training schedules
• Provide backup support to other administrative staff as needed
• Perform additional tasks or responsibilities as assigned by the manager to support department goals