Administrative Assistant Job at AMERICAN SYSTEMS in Arlington

Overview

AMERICAN SYSTEMS is an employee-owned federal government contractor supporting national priority programs through our strategic solutions in the areas of Information Technology, Test & Evaluation, Program Mission Support, Engineering & Analysis, and Training.

Responsibilities

• Answer Director, Deputy Director, and Front Office group line telephones, take messages, and coordinate responses by appropriate DONSAPCO/N9SP staff members.
• Provide coordination and support for meetings and conferences.
• Identify/schedule suitable meeting location(s).
• Coordinate principals’ calendars.
• Manage and distribute schedules.
• Draft and distribute meeting agendas.
• Coordinate and verify clearances/accesses of meeting attendees.
• Compile, locate, develop and/or review slide decks and talking points.
• Schedule, setup, and operate VTC equipment.
• Draft place cards and seating arrangements in accordance with DON and DoD protocol.
• Take and properly mark meeting notes.
• Record and track meeting action items.
• Draft, coordinate, finalize, and distribute meeting minutes and/or decision memoranda.
• Coordinate parking passes and/or temporary parking requests.
• Oversee the tracking of office material, supplies, and other items as needed.
• Prepare and present the government ordering point of contact (POC) a required supply list on a monthly basis, or sooner if necessary, and assist in the ordering and restocking of supplies.
• Assist the Workflow Manager with drafting, preparation, editing and coordinating various reports, briefs, papers, and other written documentation required for the Director, Deputy Director, Chief of Staff, or Deputy Chief of Staff.
• Greet visitors, including Flag-level officers and Senior Executives.
• Escort visitors and meeting attendees.
• Assist with the development, implementation, and update of written SOPs that define how office functions, processes, and procedures are to be conducted.
• Create and/or support the maintenance of organizational charts, phone lists, recall cards, personnel manning rosters, and other administrative support as necessary.

Qualifications

• 5 -7 years of relevant Administration Management experience with a Bachelor’s degree (Additional experience will be considered in lieu of degree).
• 10+ years of executive level administrative support.
• Active TS clearance with SCI eligibility.
• Possess an analytical mindset with effective problem-solving skills.
• Adept at briefing executives and program IPT level leadership.
• High proficiency with MS Office applications, including SharePoint.

EEO Statement

EEO Race/Sex/Disability Status/Veteran Status

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative
• Industries
• IT Services and IT Consulting

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