Administrative Assistant (Active Interim Secret or higher)

Akima, LLC•Dahlgren, VA

3d•Onsite

About The Position

AMO, an Akima company, is seeking an executive-level Administrative Assistant to join an existing team in Dahlgren, Virginia, providing administrative support dedicated to the U.S. Naval Surface Warfare Center, Dahlgren Division. The role independently supports executive-level leadership with limited supervision, manages executive office operations, coordinates actions with senior staff, and maintains documentation and task accountability. The position handles classified and unclassified mail and correspondence; prepares and routes official Navy correspondence in accordance with the Naval Correspondence Manual; maintains correspondence logs, suspense tracking, and document-control systems; and develops reports, briefings, charts, graphs, and presentations. It also provides high-level customer service, maintains administrative procedures, and may lead or guide junior personnel. The role includes accessibility support for visually impaired, blind, and other disabled Government personnel, such as reading or recording work materials, describing visual information, assisting with document review and signatures, and transporting supported personnel to meetings or training using Government vehicles as required. Additional duties include timekeeping, data entry in Government systems, office management, scheduling and travel coordination, budgeting support, personnel records and payroll coordination, records management, and meeting support.

Requirements

Active/current DoD Interim Secret clearance or higher.
At least six years of experience creating and maintaining documentation and data-management systems, including at least four years supporting Federal Government programs.
Experience supporting senior executive-level leadership, such as SES/Flag Officer, O-6 military, or GS-15 civilian leadership.
Demonstrated experience handling classified and sensitive materials, including PII, with appropriate safeguarding and accountability.
Strong working knowledge of Navy administrative processes, including familiarity with the Naval Correspondence Manual.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Access, and Adobe.
Ability to type at least 60 words per minute.
Ability to work independently, manage multiple priorities, and communicate effectively orally and in writing.
Strong organizational skills and attention to detail in a fast-paced environment.
Professional demeanor, strong customer-service skills, and phone etiquette.
Experience drafting, editing, formatting, and routing formal Government and Navy correspondence in accordance with established standards.
Experience handling, tracking, safeguarding, and distributing classified and unclassified mail and materials.
Experience taking notes and converting them into formal meeting minutes.
Experience managing executive calendars, scheduling, and high-level coordination.
Experience reviewing, summarizing, and preparing reports and briefing materials.
Experience receiving and greeting visitors professionally.
Experience maintaining formal filing systems and records-management processes.
Experience providing team oversight, mentoring, and guidance to junior staff.
Experience training personnel on administrative policies, procedures, and correspondence standards.
Experience with team building and conflict resolution.
Any clearance requirements for the position are established by the government contract.

Responsibilities

Independently perform administrative duties 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 while ensuring appropriate safeguarding, routing, and accountability.
Prepare, review, draft, edit, format, and route official Navy correspondence in compliance with the Naval Correspondence Manual.
Maintain correspondence logs, suspense tracking, and document-control systems to support timely completion of actions.
Collect, analyze, and research data for 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 complete assignments with minimal oversight.
Assist with preparing administrative and staff reports and ensure they are complete and accurate.
Provide high-level customer support and maintain professional interactions with Government personnel and stakeholders.
Establish, maintain, and update Standard Operating Procedures for administrative processes.
As needed, provide guidance and direction to junior personnel in 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 work-related documents, reports, mail, and other materials, including recording them for later use.
Describe visual materials, including 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 in Government systems, including CIPA performance, Personnel Addendum, Honorary Awards, and NSWCDD trackers.
Research tools and technologies that may 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 through scheduling, note-taking, and preparation of materials.