Top Secret Cleared Administrative Assistant

Zantech•Arlington, VA

3d•Onsite

About The Position

Zantech is looking for a talented Administrative Assistant to contribute to the success of our upcoming Service Delivery & Resource Allocation Management Support project for an onsite role based out of Arlington, VA. The Administrative Assistant will play a crucial role in supporting the Office Director, Deputy Director, and ADPM by managing calendars, communications, office administrative functions including IT coordination, security/visitor management, building/systems access, briefing/meeting support, and end-to-end logistics for DARPA-sponsored events. This role also involves fulfilling program documentation requests and maintaining classified and unclassified file structures. The Administrative Assistant provides high-level administrative support to senior leadership and manages the organizational infrastructure that keeps the office running. This individual must have experience supporting GS-15 or equivalent senior personnel and is responsible for calendar management, visitor and security coordination, event logistics, document management, and badge/access tracking. With 6+ years of technical documentation experience, this is not a typical administrative role — it demands professionalism, attention to detail, and the ability to manage complex multi-party logistics in a classified environment. The Administrative Assistant directly enables senior government leadership to focus on mission by ensuring seamless daily operations, zero security incidents related to visitor management, and accurate access management from Day 1 for all new personnel.

Requirements

Minimum 6 years, including experience supporting GS-15 level (or equivalent) government personnel
Demonstrated experience supporting senior-level government officials (GS-15 equivalent or above)
Strong skills in document creation, editing, and management using Microsoft Office Suite
Experience managing visitor access and security escort protocols in a classified facility
Experience managing large-scale event logistics (conferences, executive meetings, technology demonstrations)
Proficiency maintaining organized file structures on both classified and unclassified systems
Excellent oral and written communication skills; customer service experience in a public-facing role
6+ years creating, compiling, and editing computer-generated technical documentation
US Citizenship required
Must possess and Active US Top Secret (TS); must be eligible for SCI access

Nice To Haves

Experience with Defense Travel System (DTS) for travel authorization and voucher preparation preferred (will collaborate with Travel Specialist III)
Microsoft Office Specialist (MOS) certification
Event or meeting management certification

Responsibilities

Maintain calendars for ACO Office Director, Deputy Director, and ADPM; create and accept meeting invitations, coordinate visit requests, and de-conflict scheduling with 98% accuracy
Manage ACO email, phone, and fax communications; return all messages within 4 business hours
Maintain IT request tracker; ensure all requests are resolved or escalated within 3 business days
Ensure all visitors are escorted per DARPA security policy with zero logged security incidents
Manage building and IT system access for all DARPA ACO personnel (Government and SETA); ensure access is active on Day 1 and terminated on the last day for all departures
Manage end-to-end logistics for all DARPA-sponsored events including conferences, off-sites, executive meetings, and technology demonstrations; no more than one major logistical issue per event
Fulfill program documentation requests from ACO Government personnel within established deadlines; no more than two revisions per document required due to contractor error
Maintain organized file structures on classified and unclassified systems; conduct quarterly retention reviews
Prepare and deliver Monthly Contractor Badge Data List including full name, badge number, expiration date, and access levels for all contractor personnel
Support preparation of briefing materials and read-ahead packages as directed