Administrative Assistant

Technical Systems Integration•Panama City Beach, FL

35m

About The Position

The ideal candidate will provide administrative and clerical support for Unmanned Maritime Systems (UMS) programs at Naval Surface Warfare Center Panama City Division. Support both Research, Development, Test and Evaluation (RDT&E) operations and In-Service Engineering Agent (ISEA) activities by coordinating meetings, preparing agendas and minutes, organizing briefing materials, and maintaining program documentation. Provide essential administrative support for program management, Integrated Logistics Support (ILS) meetings, and training activities to ensure effective communication and documentation across multiple UMS programs, including mine countermeasure systems, Unmanned Undersea Vehicles (UUVs), and Unmanned Surface Vehicles (USVs).

Requirements

Experience with administrative support functions, including meeting coordination, minute-taking, and document preparation
Knowledge of office procedures, filing systems, and administrative best practices
Proficiency with Microsoft Office Suite (Word, PowerPoint, Excel, Outlook) for document creation, editing, and formatting
Strong organizational skills for managing multiple meetings, deadlines, and administrative tasks simultaneously
Excellent written communication skills for preparing clear, accurate meeting minutes and trip reports
Experience with scheduling and calendar management for multiple stakeholders
Ability to handle Government Furnished Information (GFI) and maintain appropriate document control
Understanding of professional meeting protocols and agenda preparation
Experience with document distribution processes, including electronic and physical delivery methods
Strong attention to detail for accurate documentation and record-keeping
SECRET security clearance
U.S. citizen

Responsibilities

Prepare meeting agendas for weekly program status meetings, ISEA program reviews, and Integrated Logistics Support (ILS) meetings, including Diminishing Manufacturing Sources (DMS) Working Group, Performance Based Logistics (PBL), and Training Working Group (TWG) meetings.
Attend meetings and prepare comprehensive meeting minutes documenting discussions, decisions, assigned action items, and attendee lists; provide rapid turnaround of draft minutes as required.
Prepare trip reports from program reviews, conferences, and meetings held at NSWC PCD, Program Office, or Contractor Facilities.
Schedule and coordinate training In-Process Reviews (IPRs); prepare IPR agendas that serve as official Government guidance for training content and documentation style.
Support preparation of periodic briefing materials and presentations from Government Furnished Information (GFI) for NSWC PCD Reviews and other briefings; organize and manage GFI materials.
Prepare hardcopy printouts of briefing materials as required to support program meetings and reviews.
Support the preparation, tracking, and upkeep of selected ISEA programmatic and technical documentation in support of UMS operation and maintenance.
Perform document formatting, editing, and copying for programmatic and technical documents designated for program distribution.
Coordinate document distribution via e-mail, fax, commercial carrier, or hand delivery in accordance with program requirements.
Maintain organized filing systems for meeting materials, correspondence, program documentation, and administrative records.
Provide general administrative support, including scheduling, correspondence management, and office coordination for program management and technical staff.