Administrative Assistance Support

Cherokee Federal•San Diego, CA

7d•Onsite

About The Position

Provide day-to-day administrative and clerical support for a headquarters office. Perform work in accordance with established procedures, templates, and Government/Program guidance. Coordinate routine office actions, maintain records, prepare standard correspondence, and support meetings and travel documentation. Escalate issues, exceptions, and priority conflicts to the Government lead and/or Regional Manager for direction.

Requirements

Three (3) years of experience supporting DoD administrative operations performing duties similar to those listed; or an Associate degree plus two (2) years of equivalent experience.
U.S. citizenship required.
Must successfully complete a U.S. Federal Government background investigation and pass a drug screen.
Proficient in Microsoft Office (Outlook, Word, PowerPoint, Excel) and SharePoint.
Proficient with MS Teams, Webex, and Zoom for meeting setup and support.
Strong attention to detail, time management, and ability to prioritize multiple administrative tasks in a deadline-driven environment.
Strong customer service skills and professional communication; ability to follow guidance and escalate issues appropriately.

Responsibilities

Provide administrative support for executive/front office operations, including answering phones, routing calls, responding to routine emails, and greeting visitors in accordance with office procedures.
Maintain paper and electronic filing systems; scan, upload, label, route, and retrieve documents as requested.
Update and publish routine SharePoint content and administrative updates as directed.
Maintain and update rosters, checklists, and trackers; distribute and collect documentation in accordance with established processes.
Track and submit office supply requests for the front office (including awards/accoutrements, patches, coins, and similar items) following established ordering procedures.
Prepare standard correspondence (emails, memorandums, reports, and briefing materials) using provided templates; coordinate for review and approval prior to release.
Route and distribute correspondence in accordance with approved guidelines and distribution lists.
Proofread and perform administrative quality checks on correspondence for format, grammar, typographical errors, completeness, and required attachments; elevate discrepancies for correction/approval.
Search for and retrieve documents from databases/files upon request; provide administrative research and document support to assigned staff.
Coordinate document packages for review/signature and distribute electronically as directed.
Schedule meetings and appointments; manage calendars; send invitations; reserve conference rooms; coordinate attendee lists and logistical details.
Support on-site/off-site meetings and events by coordinating facilities, visitor access, room setup, and required equipment; operate equipment as needed.
Support VTCs and virtual meetings (MS Teams, Webex, Zoom) by setting up links, testing connectivity, and assisting participants with basic access issues.
Draft meeting minutes and attendance rosters when required; distribute minutes and meeting materials per office process.
Maintain assigned records and files in accordance with approved records management requirements.
Performs other job-related duties as assigned