Administrative Assistant

T-Solutions Recruiting Team•San Diego, CA

11d•Onsite

About The Position

At T-Solutions, we pride ourselves on being the company of choice for those seeking top-tier global services and innovative solutions. Our team comprises highly qualified and uniquely skilled professionals dedicated to delivering services with integrity. We are committed to excellence, enriching our clients, employees, and communities. T-Solutions is a woman-owned, veteran-owned business based in Chesapeake, Virginia. We specialize in creating exceptional, responsive solutions to complex challenges for our global clients in government contracting. As an innovative and agile provider, we offer specialized technical solutions and a unique set of capabilities that support mission-critical operations and decision-making. Our expertise spans defense, security, maintenance engineering, logistics, and business transformation, ensuring our customers' success in today's dynamic environment. We align our core competencies with our customers' current and future needs, continually adapting emerging and proven technologies to enhance their capabilities. We are seeking an Administrative Assistant to support the Port Engineer Program and its leadership team across multiple Fleet Concentration Areas. This role serves as a key administrative resource, coordinating program documentation, reporting, training records, communications, and compliance-related activities to support the successful execution of Navy maintenance and readiness operations.

Requirements

High school diploma or equivalent required; associate's degree preferred. Additional relevant experience may be considered in lieu of preferred educational qualifications.
Three or more years of administrative, program support, or operations support experience, preferably in a DoW, Navy, government contracting, maintenance, or logistics program environment.
Familiarity with Navy maintenance, material readiness, reporting, or administrative systems; ability to retrieve, organize, maintain, and update program data and reports.
Experience developing, maintaining, and controlling documentation, trackers, spreadsheets, records, file structures, and data management systems supporting DoW or government programs.
Experience tracking recurring deliverables, monitoring submission timeliness, identifying discrepancies, maintaining accurate records, and coordinating follow-up actions for management review or compliance purposes.
Experience maintaining training records, tracking course or certification completion, and preparing recurring training progress, compliance, or professional development reports.
Familiarity with purchase requisition processes, supply procurement support, vendor coordination, and administrative purchasing documentation.
Experience preparing, routing, proofreading, and coordinating formal correspondence, reports, briefing materials, meeting minutes, action items, and other communications for senior-level stakeholders.
Proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint; ability to maintain spreadsheets, trackers, file structures, and basic databases.
Strong organizational, follow-up, and time-management skills with the ability to manage multiple priorities, deadlines, projects, and recurring reporting requirements independently.
Excellent written and verbal communication skills, strong attention to detail, and the ability to ensure accuracy, completeness, and quality of administrative products and program data.
Ability to exercise discretion, professionalism, and sound judgment when supporting senior military, government civilian, contractor, vendor, and program personnel.
Must be a U.S. citizen.
Must possess a valid Driver’s License.
Must have reliable transportation to and from various work locations.
Must maintain the capability to communicate with their supervisor or manager when not in the office. This includes using your equipment and services for business-related purposes.
Active DoW Secret security clearance is highly desired; however, candidates eligible to obtain and maintain a DoW Secret security clearance will be considered. The selected candidate will receive a contingent offer if they do not hold an active clearance. A start date will be established once an Final Secret clearance is granted.

Nice To Haves

Associate's degree preferred.
Working knowledge of Naval administrative and correspondence policies, instructions, and standard office procedures preferred.

Responsibilities

Provide administrative and program support to the Port Engineers (PEs), Navy Senior PEs, Local Senior PEs (LSPEs), Assistant Program Managers (APMs), and Combat Systems PEs (CSPEs) across supported Fleet Concentration Areas, including San Diego, Pearl Harbor, Everett, and other locations as directed.
Maintain accurate and current program records, trackers, databases, and spreadsheets, including CMAV lock letters, CFOM reports, PB4M reports, training records, professional development report cards, ship status, contact lists, and other program documentation.
Support contractual and program compliance by tracking recurring deliverables, monitoring submission timeliness, maintaining auditable records, identifying discrepancies, and coordinating follow-up with LSPEs, APMs, PEs, and program personnel.
Prepare and distribute recurring PE training progress, compliance, and professional development reports to support management review, program oversight, and reporting requirements.
Prepare, process, and track purchase requisitions and coordinate vendor support for approved program needs, including materials, supplies, coveralls, business cards, and related administrative items.
Support onboarding of new PEs and maintain communication with government and contractor personnel regarding leave schedules, contact updates, coverage planning, and program requirements.
Coordinate meetings and events, including calendar invitations, briefing materials, presentation review, meeting minutes, action item tracking, and follow-up communications.
Support PE Training Symposium planning and execution, including administrative coordination, documentation, action item tracking, on-site support in San Diego, Yearbook support, and related program initiatives.
Create, edit, and maintain naval correspondence, directives, status reports, trip reports, briefing slides, file structures, spreadsheets, contact lists, and other administrative products supporting PE Program operations.
Prepare no-cost travel orders for appropriate review, coordination, and signature; coordinate monthly PE wall chart printing and related status communications.
Collaborate with LSPEs, APMs, office support staff, government personnel, and contractor personnel to streamline communications, administrative processes, reporting requirements, and program objectives.
Perform additional administrative duties and special projects as required to support command mission requirements and APM direction.