Administrative Assistant - NOAA

INNOVIM

3d•Onsite

About The Position

INNOVIM is seeking a highly professional and detail-oriented Administrative Assistant to support front office operations, visitor control, and administrative coordination within a secure federal facility environment. This role serves as the first point of contact for visitors and staff, ensuring compliance with security procedures while delivering exceptional customer service. The Administrative Assistant plays a critical role in maintaining facility security, operational continuity, and effective communication across organizational components. By managing controlled access, coordinating official visits, and supporting administrative processes, this position directly contributes to mission success while shaping the overall experience of visitors, stakeholders, and internal personnel. The ideal candidate demonstrates strong organizational skills, sound judgment, and the ability to operate effectively in a structured, security-conscious environment.

Requirements

Minimum of five years of relevant administrative or front office experience, preferably in a federal or secure facility environment
Strong communication and interpersonal skills with the ability to interact professionally with all levels of staff and visitors
Experience managing visitor control, reception operations, or similar functions
Ability to follow established security procedures and exercise sound judgment
Proficiency in standard office tools such as Microsoft Office Suite
Strong organizational skills with the ability to manage multiple tasks and priorities

Nice To Haves

Experience supporting federal agencies or working in controlled access environments
Familiarity with visitor management systems and security protocols
Experience coordinating high-visibility or multi-organization visits

Responsibilities

Greet and assist visitors in a professional and tactful manner at the reception desk
Control facility entry in accordance with established security procedures
Issue, track, and collect visitor badges for domestic and foreign visitors, including dignitaries
Ensure all visitors sign entry and exit logs and comply with facility access requirements
Coordinate all visits with Government shift supervisors, designees, and front office staff
Screen and route incoming calls and visitors to appropriate personnel
Coordinate official visits involving multiple organizational elements across the installation
Verify visitor authorization and access privileges prior to entry
Arrange escorts for visitors when required and ensure proper access controls are followed
Explain applicable security rules, regulations, and procedures to visitors and staff
Maintain accurate visitor logs and records in accordance with regulatory requirements
Provide general administrative support, including typing reports, correspondence, and statistical or tabular materials that may include specialized or technical terminology
Assist staff with project coordination and track action items to ensure timely completion
Conduct follow-up actions to ensure responses are received in accordance with established suspense dates
Arrange meetings and appointments to support office operations and maximize participation
Relay instructions and support procedural coordination for Government managers and staff
Serve as a central point of contact for internal and external stakeholders
Respond to general inquiries regarding facility operations and organizational functions
Provide information services within the bounds of established security procedures
Monitor surveillance systems and notify designated personnel of suspected security breaches
Respond to emergency situations, including fire alarms and calls for police or medical services
Monitor items entering and leaving the facility and verify proper property pass documentation