Encode, Inc.
Administrative Assistant (Secret Clearance)
Encode, Inc., Lexington, Massachusetts, United States
*****
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.
***** 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.
***** 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. ***** Interim Secret clearance acceptable; active Secret clearance highly preferred.
Preferred ***** Experience with SAP/ERP systems and electronic document management systems. Prior experience working in environments requiring classified material handling.
Soft ***** Detail-oriented with strong time management. Professional, polite, and flexible demeanor. Strong problem-solving and decision-making skills.
Work ***** Hybrid role with up to 3 days onsite per week. Preference for candidates able to work onsite 5 days per week.
Interview ***** Initial round via Zoom. Second round with additional panel members as required.
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.
***** 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.
***** 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. ***** Interim Secret clearance acceptable; active Secret clearance highly preferred.
Preferred ***** Experience with SAP/ERP systems and electronic document management systems. Prior experience working in environments requiring classified material handling.
Soft ***** Detail-oriented with strong time management. Professional, polite, and flexible demeanor. Strong problem-solving and decision-making skills.
Work ***** Hybrid role with up to 3 days onsite per week. Preference for candidates able to work onsite 5 days per week.
Interview ***** Initial round via Zoom. Second round with additional panel members as required.