Administrative Assistant with Naval correspondence experience (Active Interim Secret or higher)

Akima, LLC•Virginia Beach, VA

8d•Onsite

About The Position

AMO, an Akima company, is looking to hire Administrative Assistant (Executive Level) to join an existing team out of Virginia Beach, VA. In this position, you will provide administrative support specifically dedicated to the requirements of the Project Team, Program Office, Department, and Corporate Offices, performing a wide variety of complex, conscientious, and confidential administrative duties. This role includes the handling, tracking, safeguarding, and distribution of both classified and unclassified mail and correspondence in accordance with established security procedures. The position requires a strong working knowledge of the Naval Correspondence Manual, supporting the preparation and routing of official Navy correspondence to ensure all documentation is accurate, properly formatted, and compliant with Navy standards. To join our team of outstanding professionals, apply today.

Requirements

Active/Current DoD Interim Secret Clearance (Secret Clearance preferred).
Minimum of six (6) years of experience creating and maintaining documentation and data management systems, including at least four (4) years supporting Federal Government programs.
Experience supporting senior executive-level leadership (e.g., SES/Flag Officer, O-6 military, GS-15 civilian).
Demonstrated experience handling classified and sensitive materials, including PII, with proper safeguarding and accountability.
Strong working knowledge of Navy administrative processes, including demonstrated familiarity with the Naval Correspondence Manual.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access) and Adobe.
Ability to type at least 60 words per minute.
Demonstrated ability to work independently, manage multiple priorities, and communicate effectively both orally and in writing.
Strong organizational skills and attention to detail in a fast-paced environment.
Professional demeanor, including strong customer service skills and phone etiquette.
Drafting, editing, formatting, and routing formal Government and Navy correspondence in accordance with established standards.
Handling, tracking, safeguarding, and distributing classified and unclassified mail and materials.
Taking notes and converting them into formal meeting minutes.
Managing executive calendars, scheduling, and high-level coordination.
Reviewing, summarizing, and preparing reports and briefing materials.
Receiving and greeting visitors in a professional manner.
Maintaining formal filing systems and records management processes.
Providing team oversight, mentoring, and guidance to junior staff.
Training personnel on administrative policies, procedures, and correspondence standards.
Team building and conflict resolution.

Responsibilities

Perform administrative duties independently with limited supervision in support of executive-level leadership.
Manage executive office operations, coordinate actions with senior staff, and maintain accountability for documentation and tasking.
Handle, process, track, and distribute classified and unclassified mail and correspondence, ensuring proper safeguarding, routing, and accountability.
Prepare, review, and route official Navy correspondence in compliance with the Naval Correspondence Manual, including drafting, editing, formatting, and staffing packages.
Maintain correspondence logs, suspense tracking, and document control systems to ensure timely completion of actions.
Collect, analyze, and research data to support assigned projects and leadership decision-making.
Develop briefing materials, charts, graphs, and presentations independently.
Review and summarize reports and documents for Government leadership, identifying required actions or concerns.
Make administrative decisions and deliver completed assignments with minimal oversight.
Assist in the development and preparation of administrative and staff reports, ensuring completeness and accuracy.
Provide high-level customer support and maintain professional interactions with Government personnel and stakeholders.
Establish, maintain, and update Standard Operating Procedures (SOPs) for administrative processes.
May function in a lead role, providing guidance and direction to junior personnel within the Program Office or Department.
Provide clerical, secretarial, and administrative support to visually impaired, blind, and other disabled Government personnel.
Assist with task completion when accessible software is unavailable or incompatible with current systems.
Read aloud documents, reports, mail, and other work-related items, including recording for later use.
Describe visual materials such as charts, graphs, drawings, and symbols.
Assist with reviewing and signing hard copy and electronic documents, including guiding signature placement.
Transport supported personnel to meetings or training events using Government vehicles, as required.
Perform timekeeping entry and approvals.
Enter and manage data within Government systems (e.g., CIPA performance, Personnel Addendum (PA), Honorary Awards, NSWCDD trackers).
Conduct research into tools and technologies that improve accessibility and efficiency.
Provide office management support, including scheduling, travel coordination, budgeting support, personnel records, and payroll coordination.
Maintain electronic and hard copy filing systems in accordance with records management and security requirements.
Support meetings, including scheduling, note-taking, and preparation of formal minutes.