Director’s Administrative Assistant

Duties & Responsibilities

• Captures and tracks all activities related to Production Quality Assurance.
• Manages urgent travel requests, including GA aircraft shuttle, for executive-level needs.
• Maintains, processes, and compiles confidential reports, records, statistics, timelines, and presentations.
• Responds to high-volume verbal and written inquiries from internal stakeholders and authorized external agencies.
• Trais teams communications from leadership.
• Coordinates, tracks, and reports progress on unit assignments and projects.
• Gathers, validates, and synthesizes data from multiple sources.
• Supports strategic initiatives and special projects.
• Processes and reconciles travel and expense reports.
• Navigates ASI/QA platforms, resolves access issues, and submits/keeps track of ITS requests.
• Supports new employees onboarding tasks, systems access, documentation, and coordination.
• Manages office supply inventory, ordering, and purchase requisitions.
• Manages visitor requests, access, and logistics.
• Submits and tracks facilities issues, cleaning needs, and workspace adjustments.
• Serves as a stabilizing force in a fast-moving operational environment.

Qualifications

• Typically requires a high school diploma or equivalent and four or more years’ experience in a field related to the specialized functional area or unit where assigned.
• The ability to grasp new concepts quickly.
• Knowledge of SAP and SharePoint preferred.
• Experienced in Microsoft Suite, including Teams required.
• The ability to maintain the confidentiality of sensitive information.
• Excellent organization skills and ability to establish priorities.
• The ability to identify issues, interpret and explain complex information and solve non-routine problems, issues or situations that require evaluation and interpretation.
• Strong analytical, interpersonal, verbal and written communication skills to accurately document, report and interface effectively with all levels of personnel, including management, customers and vendors.
• Comprehensive understanding of applicable policies and procedures as well as a complete understanding of relevant regulations.
• Extensive knowledge of computer operations and applications.
• Ability to obtain and maintain a DoD Security Clearance is required.
• Demonstrated ability to operate at high velocity — Proven success managing multiple time-critical tasks simultaneously in a fast-moving environment with shifting priorities.
• Independent decision-making capability — Comfortable making sound, informed decisions without waiting for direction when timelines or operational needs require immediate action.
• Advanced multitasking under pressure — Maintains accuracy, composure, and professionalism while handling travel coordination, reporting, employee support, and leadership requests concurrently.
• High-volume communication management — Skilled at triaging and responding to rapid, continuous Teams messages, emails, and in-person inquiries from leadership and cross-functional partners.
• Cross-functional coordination experience — Ability to work seamlessly with directors, managers, supervisors, Production, DCMA, HR, Security, Facilities, and other internal stakeholders.
• Systems and platform fluency — Comfortable navigating multiple enterprise systems (SAP, SharePoint, Concur, Teams, onboarding systems, QA/ASI tools) and resolving access or technical issues.
• Strong onboarding and access-management capability — Experience coordinating new-hire onboarding, systems provisioning, and documentation with precision and timeliness.
• Professional presence and executive-level communication — Represents leadership with maturity, discretion, and polished written and verbal communication.
• Operational foresight and anticipatory support — Ability to anticipate leadership needs, identify potential gaps, and proactively address issues before they escalate.
• Adaptability and resilience — Thrives in an environment where priorities shift rapidly and unexpected demands arise throughout the day.
• Commitment to accuracy and compliance — Ensures all travel, reporting, documentation, and financial processes meet internal and regulatory standards.