Documentation & Administrative Support Specialist

Company Overview UnityTec is an SBA-certified Woman-Owned Small Business (WOSB) delivering high-impact professional and technical services to government agencies. With deep expertise in Industrial and Enterprise Systems Modernization, FIAR (Financial Improvement and Audit Readiness), Industrial Facility Transformation, Program and Project Management, Enterprise Support and Consulting, and Advanced Analytics, we empower organizations to modernize operations and advance mission priorities. Our disciplined approach-grounded in dedicated talent, proactive planning, rigorous quality assurance, agile methodologies, cost-effective delivery, and uncompromising ethics-positions UnityTec as a trusted partner committed to achieving measurable, enduring results for our clients. Job Overview We are seeking a Documentation & Administrative Support Specialist to join our team. You will provide comprehensive executive administrative, strategic communications, and logistical support to ensure the efficient day-to-day operations and workflow optimization of the Offshore Patrol Cutter (OPC) Project Resident Office (PRO). In this dynamic role, you will manage rapid-response data calls, facilitate executive correspondence and scheduling, and coordinate high-profile travel and maritime ceremonial events for senior military and civilian personnel. This position is in Mobile, AL. Responsibilities include, but are not limited to: Executive Administration & Workflow Operations You will serve as the primary point of contact for the office, screening visitors and inquiries while managing complex executive calendars. Responsibilities include utilizing the Microsoft Office Suite to schedule meetings, arrange conferences, and maintain comprehensive office records. Furthermore, you are expected to act as a proactive workflow manager, continuously reviewing office procedures, compiling statistics, and recommending administrative process improvements to ensure operational efficiency. Strategic Communications & Public Affairs Support You will research, draft, and finalize strategic communication products, including white papers, presentations, literature, trifolds, and handouts. Additionally, you will be responsible for supporting special programs, media events, and industry symposiums by gathering critical information, maintaining media history files, and advising office personnel on appropriate document formats and communication strategies. Document Control & Correspondence Routing You will manage all incoming and outgoing correspondence, establish suspense controls, and ensure that materials requiring supervisor signatures adhere to current policies, formatting standards, and grammatical accuracy. Critical tracking responsibilities also include driving decisional memoranda, MOUs, MOAs, IAAs, and personnel evaluations through the concurrent clearance and sequential approval processes, resolving any inaccuracies or conflicting information with originators. Reporting, Research, & Rapid Data Call Management You will act as a critical information nexus, responsible for researching, assembling, and summarizing data into routine and non-routine executive reports. You will be responsible for the administration of high-frequency, time-sensitive data calls (averaging 40 per hull, per annum), which demand rapid turnarounds ranging from 24 hours to less than 4 hours. You must exercise high-level judgment to validate conflicting information, compile supporting analyses, and ensure strict compliance with ongoing organizational reporting requirements. Travel Protocol & Ceremonial Event Coordination Utilizing the USCG travel system, you will handle end-to-end travel arrangements, generate detailed itineraries, and ensure all protocol obligations are met for Distinguished Visitors (DVs). Additionally, you will serve as a key coordinator for major milestone ceremonies (e.g., keel layings, christenings, commissionings) by managing invitational guest lists, developing Plan of Action and Milestones (POA&M) reports, and tracking critical action items for Surface Program personnel. Required Qualifications: A bachelor's degree. In lieu of a degree, an additional four years of relevant experience. A minimum of four (4) years of experience with office environment documentation support. Knowledge of Microsoft Office software suite, including but not limited to, Word, PowerPoint and Excel. General document processing and management. Ability to research, collect, develop and consolidate data for use in the preparation of reports. Knowledge of standard processing procedures, formats, distribution for correspondence, presentations and reports produced Clearance Requirements: Must be a U.S. citizen Must possess a current DoD Secret clearance UnityTec is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status. Unity Technologies