Group Administrative Assistant

Group Administrative Assistant

We are seeking an experienced Group Administrative Assistant to support the daily operations of a busy technical and research-focused office. In this role, you will coordinate administrative activities, manage schedules, organize events, and facilitate communication across teams. You will play an essential part in ensuring smooth office operations, supporting staff onboarding, coordinating travel, and maintaining accurate administrative documentation. Working within a highly specialized defense and technology environment, you will also assist with procurement, training coordination, security procedures, and personnel administration. Your organizational skills and attention to detail will help maintain operational efficiency while supporting critical research and analysis initiatives. This is an on-site position with occasional work-from-home flexibility, offering the opportunity to contribute to work that informs important government and defense decisions.

Accountabilities:

As a Group Administrative Assistant, you will manage a broad range of administrative, organizational, and operational responsibilities to support staff, leadership, and the effective functioning of the group.

• Manage daily office operations, including answering phone calls, distributing mail, maintaining office supplies, and coordinating general administrative requests.
• Schedule meetings and maintain group and leadership calendars using Microsoft Outlook.
• Process administrative requests, including purchasing carts, timesheets, vacation requests, work orders, shipping orders, locksmith services, and catering.
• Prepare and distribute seminar schedules, event updates, and group communications while maintaining email distribution lists.
• Coordinate workshops, conferences, group events, and other organizational activities.
• Arrange domestic and international travel, process expense vouchers, and coordinate security clearances associated with travel.
• Manage purchases using the group's Procurement Card (P-card) and maintain the required purchase verification documentation.
• Prepare and submit release review requests and maintain relevant administrative records.
• Serve as the Organization Training Representative (OTR), coordinating staff training requirements and monitoring compliance.
• Coordinate interviews with Human Resources and submit hiring requisitions through SuccessFactors.
• Organize office space and provide onboarding information, resources, and support for new employees.
• Monitor the group's SIPRNet email account to send and receive classified information in accordance with applicable security procedures.
• Maintain and update the group's intranet community page and welcome packet for new staff.
• Update the group's Emergency Action Plan and serve as its Environmental, Health, and Safety (EHS) representative.
• Coordinate with Security on annual reviews, classified material disposal, and daily inspections of security containers and rooms.
• Provide meeting coordination and temporary coverage within a secure facility, as needed and subject to candidate interest.

Requirements:

• High school diploma or equivalent, with at least 5 years of directly related administrative experience. Post-secondary education may count toward the experience requirement.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Familiarity with SAP, Concur, Zoom, and SIPRNet is preferred.
• Strong written and verbal communication skills, with the ability to interact professionally with staff, leadership, and external stakeholders.
• Excellent organizational, interpersonal, and problem-solving skills.
• Ability to multitask, manage competing priorities, and support multiple initiatives simultaneously.
• Demonstrated ability to work independently with minimal supervision while maintaining a high level of accuracy and attention to detail.
• Previous experience in a technology, research, or security-focused environment is preferred.
• Ability to obtain and maintain a Department of Defense (DoD) Secret security clearance.
• U.S. citizenship is required.
• Willingness to work on-site Monday through Friday, from 8:30 a.m. to 5:00 p.m., with occasional work-from-home arrangements permitted.

Benefits:

• Hourly pay ranging from $32.00 to $38.10, depending on qualifications, experience, education, and other relevant factors.
• Comprehensive medical, dental, and vision insurance plans.
• Employer-funded pension plan.
• 401(k) retirement plan with employer matching.
• Paid leave, including vacation, sick leave, parental leave, and military leave.
• Tuition reimbursement and continuing education opportunities.
• Mentorship programs to support professional development.
• Work-life balance options and occasional work-from-home flexibility.
• Additional voluntary benefits, employee discounts, and other workplace perks.
• Opportunity to support advanced research, technical analysis, and projects with national security significance.