Administrative Assistant

Job Description

Description

JOB DESCRIPTION: 

The Naval Business Unit, in support of the Defense and Civilian Sector, is seeking an independent, experienced Administrative Assistant in Virginia Beach, VA. Administrative assistant duties and responsibilities include providing administrative support to directors, program managers and employees to ensure efficient operation of the office.

The individual will provide a wide variety of general administrative, secretarial/clerical, and office functions in support of senior staff and other personnel. Additionally, the Administrative Assistant will serve as a subject matter expert on Federal and Joint Travel Regulations (FTR / JTR) and the management of travel requirements and contract deliverables for program managers and their teams supporting U.S. Fleet Forces contracts. In this capacity, the Administrative Assistant will serve as an asset for the entire organization regarding the full range of contract and travel (both domestic and international) related activities. Administrative support tasks will encompass a full range of moderate to complex clerical assignments that involve the application of good judgment and appropriate discretion. 

Specific Administrative Assistant functional area duties may include the following tasks:

• Support administrative requirements at the lower- to upper-management levels of the local corporate office, providing a centralized source of administrative expertise and guidance. 
• Articulate and exchange information (i.e., requirements, actions, needs, status, etc.) in a professional tone and attitude to achieve efficient business rhythms.
• Produce professionally written emails, letters, documents, and other material that is succinct and coherent, uses proper tone, demonstrates proper grammatical use of the English language, and presents proper format/form per established corporate/office guidance.
• Support the office with development and promulgation of guidance, procedures and/or policies relative to facilitating administrative activities of the organization. These functions may include training/travel budgets, suspense systems, space planning, personnel management, record management, logistics support, asset tracking, etc. 
• Coordinate and prepare travel arrangements, reimbursements and after action reports.
• Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence and other offices, etc. under general directives with minimum assistance and/or guidance. 
• Prepare and compose correspondence, reports, etc.
• Proofread and edit internal and external communication and correspondence for assigned staff.
• Maintain, gather, and analyze data for various purposes.
• Manage office resources (e.g., computer equipment, printers, copier, paper, and other supplies).
• Oversee and manage office inventory activities, including ordering and requisitions, stocking and shipment receipt.
• Develop, implement and maintain office filing systems of both physical and electronic files in accordance with office needs and guidelines.
• Organize, coordinate, and assist with conferences, meetings, seminars, and other events. Schedule meetings as requested, send meeting invites to requested attendees, reserve conference rooms, and set up Video Teleconference (VTC) or Zoom connections.
• Use Outlook to process conference room reservations, check-ins and check-outs.
• Assist with special event requirements such as time and place, location, duration, number of attendees, security requirements, and travel arrangements.  Arrange for appropriate conference rooms/facilities and prepare meeting places in accordance with acceptable protocol and security procedures.
• Welcome office visitors warmly, professionally and courteously to cultivate a cordial atmosphere while confirming scheduled meetings and identification and updating visitor logs.
• Prepare packages for shipment, pickup and courier services for prompt delivery (include assets).
• Coach new employees on company process, administrative procedures, company policies and performance standards.

Qualifications

REQUIRED BACKGROUND / EDUCATION / SKILLS:

• U.S. citizen with a high school degree and active DOD Secret clearance.
• Five (5) years of functional area experience; i.e., proven experience as an administrative assistant supporting routine administrative requirements (see detailed tasks above).  
• Prior experience working with the military (preferably, U.S. Navy) and understanding of the military services and terminology.
• Working knowledge of the Federal Travel Regulation (FTR) and Joint Travel Regulation (JTR).
• Proficient in use of MS Office suite (e.g., Word, PowerPoint, Excel, Outlook), including managing calendars in Outlook, building/updating slide briefs and spreadsheets, and responding to email.

 

• Proven written and verbal communication and interactive skills at the executive level with ability to act independently and effectively manage multiple priorities and interruptions with minimal impact on productivity and deliverables.

DESIRED BACKGROUND / SKILLS:

• Bachelor’s degree.
• Familiarity with Sharepoint and Synchronized Predeployment and Operational Tracker (SPOT) systems.

COVID Policy: Prospective and/or new employees will be required to adhere with SAIC's vaccination policy. All SAIC employees must be fully vaccinated and they must submit proof of vaccination on their first day of employment. Prospective or new employees may seek an exemption to the vaccination requirement at Contact Us and must have an approved exemption prior to the start of their employment. Customer site vaccination requirements, if more strict, will take precedence over SAIC's vaccination policy.
Target salary range: $50,001 - $75,000. The estimate displayed represents the typical salary range for this position based on experience and other factors.

Overview

SAIC® is a premier Fortune 500® technology integrator driving our nation's technology transformation. Our robust portfolio of offerings across the defense, space, civilian, and intelligence markets includes secure high-end solutions in engineering, digital, artificial intelligence, and mission solutions. Using our expertise and understanding of existing and emerging technologies, we integrate the best components from our own portfolio and our partner ecosystem to deliver innovative, effective, and efficient solutions that are critical to achieving our customers' missions.

We are more than 26,500 strong; driven by mission, united by purpose, and inspired by opportunities. SAIC is an Equal Opportunity Employer, fostering a respectful work culture based on diversity, equity, and inclusion that values all contributors. Headquartered in Reston, Virginia, SAIC has annual revenues of approximately $7.1 billion. For more information, visit saic.com.