Encode, Inc. is hiring: Administrative Assistant (Secret Clearance) in Lexington

Overview:

We are seeking a highly organized and detail-oriented Administrative Assistant . This role is essential in ensuring the smooth coordination and management of all administrative activities within a dynamic office environment. The ideal candidate will demonstrate exceptional communication, time management, and organizational skills, with the ability to manage multiple priorities in a fast-paced setting.

Responsibilities:

• Provide administrative support to managers and employees to ensure efficient office operations.
• Manage complex calendars, including scheduling and proactively coordinating meetings and appointments, anticipating conflicts, and adjusting schedules as needed.
• Answer and direct phone calls; greet and support visitors.
• Prepare and distribute correspondence, memos, reports, presentations, and other documents.
• Maintain contact lists and filing systems (electronic and paper).
• Assist with meeting logistics, including setup, coordination, and follow-up.
• Book and manage travel arrangements and itineraries.
• Prepare, submit, and reconcile expense reports and invoices.
• Support special projects and team initiatives as required.
• Monitor office supplies, equipment, and inventory; place orders and verify deliveries.
• Escort visitors, process timesheets, shopping carts, PCard purchases, and other internal forms.
• Handle sensitive and classified information in a confidential manner.

Requirements:

• High school diploma or GED required; post-secondary education preferred.
• Minimum of 2 years of progressively responsible administrative experience.
• Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience in data entry, filing, travel booking, and meeting coordination.
• Excellent verbal and written communication skills.
• Strong organizational skills, attention to detail, and ability to prioritize multiple tasks.
• Ability to work independently, exercise sound judgment, and collaborate across all levels of the organization.
• Must be able to handle sensitive information with discretion.
• Clearance: Interim Secret clearance acceptable; active Secret clearance highly preferred.

Preferred Skills:

• Experience with SAP/ERP systems and electronic document management systems.
• Prior experience working in environments requiring classified material handling.

Soft Skills:

• Detail-oriented with strong time management.
• Professional, polite, and flexible demeanor.
• Strong problem-solving and decision-making skills.

Work Arrangement:

• Hybrid role with up to 3 days onsite per week. Preference for candidates able to work onsite 5 days per week.

Interview Process:

• Initial round via Zoom.
• Second round with additional panel members as required.