Administrative Assistant (NASA Ames)

Chugach Government Solutions•Moffett Field, CA

7d•Onsite

About The Position

The Administrative Assistant provides direct administrative and organizational support to the Project Manager and Task Order Manager responsible for executing Government-issued IDIQ repair, replacement, and construction task orders. The Assistant ensures smooth daily contract operations by coordinating communications, maintaining documentation, and supporting all activities required for compliant and timely task order execution. The role requires close collaboration with management, subcontractors, and Government personnel, and supports both leaders in fulfilling reporting, scheduling, and operational requirements.

Requirements

High school graduate or equivalent GED.
Demonstrate at least 3 years experience successfully supporting senior leadership/management.
Demonstrate a strong history of reliability, responsibility, and skills to perform the essential duties and job functions.
At least one (1) year of experience maintaining confidential information and generating correspondence, reports and records.
Ability to operate all office equipment including but not limited to: telephones, copy machines, fax machines, printers, and computers.
Demonstrated ability to manage the workflow of multiple critical issues within a continuously adapting schedule.
High attention to detail and demonstrated excellence in diplomatic, organizational, time management, critical thinking and interpersonal skills.
Proficient in Microsoft office applications (Word, Excel, Outlook).
Mature judgment and ability to work with minimal supervision.
U.S. Citizenship.
Valid state driver’s license.
Ability to lift 50 pounds.

Responsibilities

Serves as an administrative liaison between the Task Order Manager, Project Manager, internal staff, subcontractors, and Government CORs, ensuring timely communication and coordination for all contract activities.
Provides administrative support related to Task Order development, proposals, cost documentation, schedules, deliverables, and change requests.
Prepares agendas, minutes, and materials for meetings involving task order planning, customer coordination, site visits, and project status reviews.
Maintains contract-related records, including purchasing transactions, correspondence, milestone tracking, subcontractor documentation, and reporting files required by both the Task Order Manager and Project Manager.
Coordinates communications across departments—Facilities, Operations, Procurement, Business/Finance—to support contract execution and ensure alignment with project timelines and requirements.
Assists with preparation of reports, summaries, status updates, and responses required by Government representatives or internal leadership.
Supports the Call Center by routing emergency and urgent Government requests related to task order and project activities.
Maintains calendars, schedules meetings, arranges site visit logistics, and organizes daily operational workflow for both the Task Order Manager and Project Manager.