Administrative Assistant

AMERICAN SYSTEMS is seeking aself-driven candidate to join as anAdministrative Assistantsupporting operational logistical and executive administrative functions in a fast-paced environment.

• Direct the drafting editing and official routing of executive correspondence policy memoranda standard operating procedures and administrative documentation.
• Maintain calendars comprised of staff leave project schedules and key event timelines to support office operations and leadership visibility.
• Oversee the auditing of all incoming and outgoing materiel records across commercial and defense vendors to ensure accountability and accuracy.
• Track and manage post-meeting action items while maintaining periodic status updates for leadership and stakeholders.
• Coordinate domestic CONUS and international OCONUS freight handling packaging customs compliance and shipping logistics for unit equipment.
• Transport both non-sensitive and sensitive mission-critical materiel in accordance with established courier protocols.
• Provide dedicated on-site office presence to facilitate immediate administrative actions ad hoc meetings and day-to-day operational support.
• Perform a variety of activities in support of functional areas such as finance purchasing human resources or specific project business or technical units.
• Perform normal office functions such as setting up and maintaining files interviewing callers and making proper referrals arranging meetings and conferences and receiving referring or answering mail.
• Review drafts and finished documents for appropriate grammatical usage and answer questions relating to office operations and established policies and procedures.
• Gather compile record track verify and analyze data and information from multiple sources in support of supervisor and organizational assignments.
• Use software applications to compile and generate reports statistics timelines tables graphs correspondence and presentations.
• Provide data and information to others on functional unit processes and procedures.
• May assist train or provide day-to-day coordination to less experienced Administrative Assistants and Clerks.
  

• Eligible for Secret Clearance
• High School Diploma or GED required.
• Minimum of 4 to 6 years of related administrative experience depending on level.
• Experience supporting functional areas such as finance purchasing human resources logistics or technical/project teams.
• Ability to draft edit proofread and route executive correspondence policy memoranda standard operating procedures and other administrative documentation.
• Experience maintaining calendars scheduling meetings and conferences and tracking staff leave and event schedules.
• Ability to gather compile review analyze and report on data from multiple sources.
• Experience tracking action items maintaining status updates and supporting leadership with timely administrative follow-through.
• Knowledge of office operations administrative procedures and records management practices.
• Experience coordinating shipping logistics freight handling packaging and materiel accountability is preferred.
• Ability to handle sensitive and mission-critical materials in accordance with established procedures.
• Strong verbal and written communication skills with the ability to interface professionally with internal and external stakeholders.
• Proficiency with Microsoft Office applications including Word Excel PowerPoint and Outlook.
• Ability to create reports timelines tables graphs correspondence and presentations using office software tools.
• Strong organizational skills attention to detail and ability to work independently on moderately difficult assignments requiring sound judgment.
• Ability to provide on-site office support and respond to immediate administrative requirements as needed.