Administrative Assistant - Finance

Institute for Defense Analyses • Alexandria, VA

1d • $55,151 - $88,242

About The Position

This position provides comprehensive administrative support to the Finance & Accounting teams, focusing on clerical, coordination, and operational tasks that keep financial workflows running smoothly. The role assists with administrative duties related to accounts payable, accounts receivable, employee timesheets, and general departmental operations. Responsibilities include scanning and organizing documents, maintaining files, coordinating schedules and communications, assisting during periods of high volume or reduced staff availability, and supporting routine office processes.

Requirements

• High school diploma or equivalent, with minimum five years experience or Associate degree with minimum four years experience or Bachelor’s degree.
• Demonstrated proficiency in Microsoft Office (Word, Excel, PowerPoint) and other common office software.
• Proven ability to create and edit documents, spreadsheets, presentations, and graphics. Applicants must be comfortable using email systems, calendar and room-scheduling tools, search engines, and other internal systems to support daily administrative tasks.
• Demonstrated ability to handle proprietary or sensitive information and to operate effectively under deadlines with tact and diplomacy.
• Strong interpersonal skills with ability to communicate effectively orally and in writing with all levels of employees.
• Ability to obtain necessary security clearance.

Responsibilities

• Supports a wide array of Finance & Accounting administrative workstreams, offering flexible support to ensure Accounting operations remain within acceptable service levels.
• Supports administrative tasks for accounts payable and receivable, including scanning vendor invoices, organizing documentation, filing, and helping maintain orderly AP & AR records. Assists during staff absences or peak workload periods as needed.
• Assists with employee timesheet administration by sending reminder emails, tracking completion, organizing timesheet files, and ensuring timely submissions when payroll timelines are condensed.
• Maintains recurring internal reports; submits, maintains, and tracks office purchase requisitions, correspondence controls, and other types of data as requested. Establishes and maintains files and follows up on pending matters to ensure that schedules are met.
• Prepares clear, accurate documents and presentations from various sources using appropriate software tools. Formats and organizes content, creates simple charts or graphics as needed, ensures correct spelling and grammar, and confirms all materials follow required formats before submitting them for supervisor review.
• As instructed, maintains CFO’s calendar; makes appointments, schedules group meetings, arranges meeting rooms, responds to routine requests for information concerning office procedures, and determines which requests should be referred to the CFO or other staff members. Books CFO’s travel as needed.
• Scans, sorts and distributes incoming departmental mail and interoffice correspondence. Coordinates personnel and administrative forms for Finance and Accounting department and forwards for processing.
• Utilizes spreadsheet, graphics and database software programs to track and maintain datasets; also, may maintain information systems and databases as needed;
• Anticipates and prepares materials needed by the CFO for conferences, correspondence, appointments, meetings, calls, etc. Proactively informs and provides context to the CFO on matters to be considered.
• Coordinates office setup for new staff and other internal staff moves; processes requests for business cards, corporate credit cards, and work tickets as needed for new staff.
• Performs other duties as assigned.

Benefits

• Competitive salary and benefits, including diverse health insurance options, generous 10% contribution to retirement, 6 weeks 100% paid parental leave, 20 days paid time off, and relocation reimbursement.
• Mission-oriented work at a non-profit that supports and protects our Nation’s warfighters; as a non-profit, IDA employees are eligible for Public Service Loan Forgiveness (PSFL).
• Professional development including tuition reimbursement, internal and external trainings, and funding for researcher-pitched projects and publications.
• A strong employee and corporate culture of work-life balance, including commitment to average 40-hour work weeks through flex time, partial telework options, and expectation of communication only during core business hours.
• Located in Alexandria's high-tech corridor, IDA's brand new Potomac Yard facility is equipped with state-of-the-art technology, workspaces and gym.
• Easy access to local dining and shopping, the Potomac Yard Metro stop and the Potomac Yard DASH bus stop. Employer contributes $300/month (IRS max) to commuter benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees