Corporate Administrator

About the position

S³, Inc. is a rapidly growing woman-owned small business founded in 1991, headquartered in Huntsville, AL, that provides technical, programmatic, and logistic services to U.S. Department of Defense, other U.S. Government agencies, and Partner Nation militaries, co-located with Government requirements. The S³, Inc. staff is 70% veterans. The company operates under an ISO 9001/AS9100 certified Quality Management System. S³, Inc. and its subsidiaries are recruiting to expand and develop Corporate Operations for contract growth. At S³, Inc., we are proud to offer above-industry standard benefits and encourage our team members to build a fulfilling career with our mission-focused leadership. Come work with us and let's build something great together! S³, Inc. is seeking a Corporate Administrator to join our Corporate Business Operations team at our corporate HQ in Cummings Research Park, Huntsville, AL. This is not a teleworking position. A senior citizen returning to the workforce is welcome.

Responsibilities

• Perform a variety of administrative support duties, including customer service tasks, handling routine phone and walk-up inquiries, scheduling meetings, generating standard documents, processing forms, data entry, and maintaining records.
• Receive and process departmental materials such as correspondence, memos, agendas, minutes, charts, permits, legal documents, orders, requisitions, reports, manuals, financial reports, and organizational charts.
• Demonstrate advanced proficiency (Level 4 of 5) in Microsoft Office products, including Word, PowerPoint, Project, and Excel.
• Complete data input assignments, including confidential information; draft, edit, revise, and format letters, tables, reports, and other documents.
• Provide professional customer service, addressing inquiries from the public and business community.
• Handle escalated customer service issues with tact and professionalism.
• Maintain sensitivity to corporate data and handle it with confidentiality and discretion.
• Serve as a liaison with other departments on administrative or operational matters, ensuring adherence to corporate policies.
• Manage incoming and outgoing mail, draft or prepare responses to high-level inquiries, and operate office equipment.
• Establish, maintain, process, and update files, records, certificates, and other documents.
• Manage calendars, emails, phone calls, travel arrangements, and contact lists (internal and external) using Microsoft Outlook.
• Schedule and manage meetings, video teleconferences, and conference calls; organize meals when required.
• Compile, catalog, and maintain configuration control of corporate-level information stored in the secure digital vault.
• Assist with proofreading, formatting, and data input in Excel spreadsheets, PowerPoint presentations, and Word documents (using track changes when needed).
• Coordinate logistical details for meetings and events, including room scheduling, announcements, attendance tracking, food services, preparation of materials, minute-taking, and distribution of follow-up documents.
• Assist in coordinating local, domestic, and international travel arrangements, including initiating travel authorizations, vouchers, and reimbursements for leadership, ensuring completeness and compliance for timely filing.
• Create and format documents, spreadsheets, databases, and presentations using Microsoft Office Suite (Word, Excel, and PowerPoint Project).
• Arrange meetings, schedule interviews and appointments, and manage individual schedules.
• Exhibit excellent verbal and written communication skills. Interface effectively with all levels of corporate leadership and lead internal meeting agendas.
• Demonstrate strong attention to detail and the ability to self-correct.
• Multitask and adapt to a fast-paced, changing environment driven by customer requirements.
• Flex work schedule, including weekends, to meet product and project demands.

Requirements

• Bachelor's Degree required with 15 years of related administrative management experience, including five (5) years at the federal contractor corporate level supporting senior-level executives.
• Self-starter, research-savvy, and proven team leader.
• Five (5) years of experience in a defense contractor environment at the C-Suite level; civil service, education, and commercial experience are not acceptable substitutes.
• Eight (8) years of military experience, with at least four (4) years in leadership roles, is a plus.
• Experience working under a Quality Management System based on ISO/AS9100 certification or a similar quality system.
• Advanced proficiency (Level 4 of 5) in Microsoft Office Suite (Word, Excel, and PowerPoint Project).
• Experience in HR, recruiting, benefits, and proposal development for a federal contractor is expected.
• Ability to work 50 hours per week, as needed.
• Experience with Deltek and Costpoint accounting systems is a plus.
• Active Secret Clearance or the ability to obtain one.

Nice-to-haves

• Experience with Deltek and Costpoint accounting systems.

Benefits

• Above-industry standard benefits.