Administrative Assistant

SAIC • Arlington, VA

15d • Onsite

About The Position

SAIC is seeking an Administrative Assistant to provide full-time, on-site support as part of a contract team with the DoW Office of the General Counsel (OGC) at the Pentagon. The position provides general office and advanced administrative support to OGC offices, government attorneys, leadership, and contract personnel, exercising independent judgment and applying knowledge of policies and procedures.

The role coordinates legal packages and taskers; communicates with OGC clients and other government offices; edits legal files and manages records, correspondence, calendars, meetings, workflow, and office logistics. It also supports travel administration using the Defense Travel System (DTS), including traveler profiles, authorizations, vouchers, receipts, and issue resolution. Additional duties include visitor escort, secure workspace procedures, official mail distribution, travel and absence tracking, and preparation of daily leadership books.

Requirements

• Associate’s degree or two years of relevant administrative experience.
• Two years of experience in general office duties, including maintaining records, preparing correspondence, and arranging travel.
• Strong organizational and administrative skills.
• Ability to read, interpret, and understand legal documents and research legal sources, and to communicate clearly with attorneys.
• Understanding of DoD, Joint Staff, and Military Departments standards of practice.
• Ability to leverage established relationships with other DoD components and agencies.
• Flexible team player able to interact at all levels within the customer space and elsewhere in the defense community.
• Motivated self-starter able to complete tasks under pressure with limited supervision.
• Strong multitasking ability and flexibility to accommodate time-sensitive, mission-critical work.
• Active TS/SCI clearance.

Nice To Haves

• Bachelor’s degree.
• Previous experience in government, a law office, a corporate general counsel office, or a JAG office.
• DoD experience.
• Working knowledge of the Defense Travel System (DTS).
• Familiarity with knowledge-management tools, including SharePoint and Access databases.

Responsibilities

• Coordinate with OGC offices, Directors, Associate General Counsels, the Chief FOID, government personnel, and contract personnel.
• Communicate with OGC clients about staffing packages, taskers, cases, and related matters.
• Edit legal working files and incorporate attorneys’ edits using Office 365, Microsoft Word, Windows 11, and databases including SharePoint.
• Open and close actions using the OGC suspense tracking system (STS) data file system and OSD CATMS system.
• Search and enter data in relevant systems.
• Perform general office duties and advanced administrative support requiring independent judgment and knowledge of policies and procedures.
• Provide office management support, including answering phones, maintaining calendars and files, escorting non-cleared visitors, managing records, preparing correspondence, copying and scanning documents, scheduling monthly reports, handling forms, tracking equipment, and maintaining basic office functions.
• Coordinate packages within OGC and with OSD offices, the Joint Staff, DoD components and agencies, and other U.S. government departments and agencies.
• Receive and examine incoming requests, reports, and correspondence.
• Review outgoing correspondence for signature or clearance for formatting, typographical accuracy, compliance with procedures and instructions, and consistency with related material.
• Attend OGC, FOID, local DOJ, and other relevant training as needed.
• Prepare travel arrangements for the Deputy General Counsel and other federal staff.
• Use and help administer DTS, including creating and updating traveler profiles, preparing authorizations, reviewing authorizations and vouchers, uploading signed vouchers and receipts, and ensuring payment requests are complete, accurate, and compliant.
• Report DTS problems to the Travel Assistance Center, follow up on fixes, and stay current on DTS changes.
• Assist with office travel arrangements in accordance with DoD travel regulations.
• Track personnel leave, travel, and other absences.
• Arrange government staff entrance to meeting locations and assist with securing parking.
• Escort clients and visitors to meetings with senior leadership.
• Perform opening and closing procedures for secure workspaces and areas.
• Hand-carry legal actions to coordinating offices.
• Distribute incoming and outgoing official mail.
• Prepare daily leadership books for the Deputy General Counsel.
• Track, organize, and archive office workflow and knowledge-management tasks; manage office logistics and supplies; and develop and maintain office standard operating procedures and personnel administrative support.
• Maintain files and records and perform copying, distribution, data entry, and database management.
• Track and coordinate office taskers to ensure deadlines are met.
• Manage calendars and organize office-level meetings, including access to locations, parking, materials, and equipment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree