Administrative Assistant

Job Description

Job Description

SOFWERX (SWX) was established under a Partnership Intermediary Agreement (PIA) between the United States Special Operations Command (USSOCOM) and DEFENSEWERX (DWX), the parent organization of SWX.  SWX is a platform designed and operated to increase collaboration and innovation, as well as explore, experiment, and assess promising technology for USSOCOM. Its expanding ecosystem brings together traditional and non-traditional problem solvers to identify, develop, and deliver innovative, disruptive capabilities that provide decisive advantages to the Special Operations Forces (SOF) Warfighter. Our team operates with a shared mindset of collaboration, stepping in to support one another as needed to ensure collective success.

JOB SUMMARY:

Serve as the Administrative Assistant at SOFWERX, in Tampa, FL, and reports directly to the Events and Meetings Manager. Responsible for all Front of House operations. Plan, monitor, and coordinate the scope of meetings/events, including time, location, and facility rental costs to ensure client/attendee satisfaction. Interact with clients before, during, and after meetings and events to understand the purpose of meeting, level of support required, and assists with logistics, check-in/registration, and feedback. Manage and coordinate daily calendars for senior staff and SOFWERX teams, to include scheduling teleconferences, meetings, webinars, etc. Identify and address the needs of senior managers and performs administrative tasks to ensure a smooth company workflow. Support the Director & Deputy Director’s priorities, assist the staff with administrative requests, and aids in functions essential to keep SWX operating effectively. Assist with identification and improvement of efficiencies for any Front of House or event processes. Assist the SOFWERX Events Team when required. 

This is an in-person position located at the SOFWERX facility in Tampa, Florida.

ESSENTIAL FUNCTIONS:

• Provide a professional, friendly, and welcoming first impression of SOFWERX to all guests.
• Ensure all meeting spaces are prepared at the start of each day and before walking guests to their meeting location.
• Greet guests upon arrival, assist with visitor sign-in, and connect with the appropriate party and/or meeting location.
• Answer calls and online contact forms/emails in a timely manner by responding and/or directing the contact to the correct person.
• Maintain, monitor, and replenish Snack Bar and refreshments throughout the day.
• Assist in the management and maintenance of cleanliness and general upkeep of SOFWERX.
• Handle cash and mobile credit card transactions to sell SOFWERX swag gear.
• Receive, deliver, and/or redirect mail/packages to recipient(s).
• Receive, review, and approve or deconflict scheduling requests.
• Collaborate with USSOCOM’s Acquisition Resources (AR) POC for exceptions/approvals as required and coordinates with USSOCOM for VIP meetings and tours.
• When or if required, meet with government POCs for calendar review, meeting or event requests, or specific approvals.
• Coordinate event and meeting services such as rooms, food service, facility tours, guest check-in/registration, and interviews.
• Plan parking services/attendants and display event parking signs when necessary.
• Provide basic information technology support such as assistance with video conference platforms (Zoom/Microsoft Teams).
• Manage SWX Scheduler inbox (request forms, confirmation emails, and follow-up emails).
• Email/distribute the SOFWERX Welcome Packet to all meeting attendees.
• Receive and respond to clients’ complaints, inquiries, and comments.
• Update Envoy (visitor check-in system) with meeting and event titles daily.
• Coordinate daily calendars of Senior Staff/SOFWERX Teams.
• Monitor and deconflict the SOFWERX calendar for overbooking, start/stop time, or personnel availability changes.
• Facilitate internal communication (e.g. distribute information and/or appropriate meeting material).
• Provide Quarterly Report inputs to Deputy Director (Envoy and VIP metrics).
• Recommend improvements to the front of the house, meeting, or event policies and procedures.
• Review intern applications and provide feedback on potential candidates.

QUALIFICIATIONS:

• High School Diploma or GED equivalent required and at least one year of scheduling experience. 
• Professional attitude with well-developed interpersonal and communication skills.
• Must be able to work independently, stay focused, and pay close attention to detail.
• Requires strong written and verbal communication skills.
• At least two years of customer service & meeting/event-related experience is preferred.
• Proficient in the Microsoft Office Suite, with an emphasis on advanced Outlook skills.
• Technology savvy, quick learner, team player, and process improvement focused.
• Must be willing and able to perform in a dynamic, rapidly changing environment.

OTHER KEY REQUIREMENTS:

• Ability to successfully obtain and maintain a U.S. Government security clearance or successfully obtain and maintain ITAR license.
• Must not have any conflicts of interest affecting DWX or its partners.
• Attention to detail, and an analytical mind to provide the best customer experience.
• Efficient time-management skills; willingness to multitask and take initiative.
• Willing and able to perform in a dynamic, rapidly changing environment.
• Team player mindset with a willingness to help others and maintain a positive attitude.
• Strong verbal and written communication skills.
• Ability to lift 35 lbs.

CONDITIONS OF WORK:

• Be a servant leader willing to share credit and own accountability
• Be a part of a team
• Bring a growth mindset and be open to learning and coaching
  

DEFENSEWERX VALUES:

• Teamwork: Leverage our strengths to achieve our objectives
• Integrity: Honor commitments to all those we serve
• Excellence: Deliver clear and measurable outcomes aligned to program and partner objectives
  
• Empathy: Truly seek to understand and value others' place and position
• Innovation: Advance the art of the possible

DEFENSEWERX offers competitive and comprehensive benefits package options for full-time employees.

• Medical, Dental, and Vision  
• Paid Time Off  
• Paid Holidays  
• HSA/FSA options  
• 401K   
• Supplemental health insurance  
• Concierge Telemedicine
• Life insurance and AD&D  
• Short Term and Long Term Disability coverage  
• Employee Assistance Program (EAP) 

Applications will be accepted from all qualified persons. DEFENSEWERX does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, or other nonmerit factor. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Applicants requiring reasonable accommodation for any part of the application and hiring process should contact DEFENSEWERX directly.

While this job description is intended to be an accurate reflection of the essential job required, management reserves the rights to modify, add, or remove duties from jobs and to assign other duties as necessary.