Standard Job Description

The Demonstrations & Prototypes (D&P) Director within the System Prototypes organization is hiring an experienced Senior Administrative Assistant to support the D&P and Networked Electromagnetic Systems (NES) leaders and organizations.

What You Will Be Doing: In this role, you will provide comprehensive administrative assistance to the teams’ Directors, as well as provide backup administrative support to the Vice President as needed. You will be managing executive calendars, onsite logistics, travel logistics, expense reporting, and sensitive information management.

Key responsibilities will include the following:

• Managing complex calendars and coordinating meetings, conferences, and catering for Directors and the Leadership team.

• Arranging travel, processing travel expense reports, and maintaining related documentation.

• Handling classified and proprietary information -filing, routing, and ensuring proper security controls.

• Performing standard secretarial duties: phone screening, mail distribution, office supply procurement, and file organization.

• Collaborating with other administrative assistants, participating in team meetings, and sharing on‑call coverage schedules.

• Drafting, proofreading, and formatting reports, memoranda, and correspondence using standard desktop software.

• Coordinating candidate interviews and other special projects as assigned.

Performs a variety of secretarial and administrative duties for assigned supervisor/manager or senior staff member. Performs normal office functions such as setting up and maintaining alphabetical, numerical and/or subject files; interviewing callers and making proper referrals; arranging meetings and conferences; and receiving, referring, or answering mail. May take and transcribe dictation; uses personal computers and standard desktop software to compose reports, correspondence, and memorandums; reviews drafts and finished documents for appropriate grammatical usage; answers questions relating to office operations and established policies and procedures. May provide guidance and direction, as needed, to lower-level secretaries and other clerical employees.

Basic Qualifications

• Prior experience as an Administrative Assistant

• Excellent and timeley communication and organizational skills

• Eastern Time Zone availability for as-needed tasking and responsiveness.

• Ability to work well independently, but function within a team environment

• Ability to manage multiple calendars and tasks and quickly adjust to changing priorities

• Schedule travel that may require frequent last-minute changes and accurately complete expense reports

• Strong fundamental knowledge Microsoft office applications especially Microsoft Outlook, Excel, and PowerPoint

• Demonstrated ability to maintain confidentiality, and appropriate sensitivity to all issues

• Demonstrated ability to handle onsite meeting and facilities logistics to include conference room management and office reservations

• Eligibility to obtain a Secret Clearance

Desired Skills

• Work Experience supporting multiple leaders and staff

• Some college or advanced administrative training

• Demonstrated ability to proactively solve problems

• Excellent prioritization and organization skills, as well as a professional demeanor

• Experience proactively scheduling and rearranging calendar(s) to support preparation times for upcoming meetings and presentations 

• Experience with security requirements, visit request process, travel, and expense reporting

• Event planning experience

• Experience working with classified documents, coordinating classified meetings, and operating in a classified workspace

• Active Secret clearance