Administrative Assistant

Job Description

Job Description

At Areté, we are on the forefront of utilizing innovative solutions, with great minds from all backgrounds, to help solve the nation’s most complex security challenges. We strive for an inclusive, collaborative team environment that approaches differences as opportunities for innovation and excellence. As an employee-owned company, we foster an atmosphere that propels diverse career opportunities and professional growth.

The Administrative Assistant – Special Programs provides administrative and operational support to designated Special Programs, departments, and/or office locations within Areté. This position works in a controlled/cleared environment and is responsible for maintaining a high level of confidentiality, attention to detail, and compliance with applicable company, program, and security requirements.

The Administrative Assistant supports program personnel with scheduling, document and records management, invoicing and administrative processing, office operations, meeting coordination, and other program-related activities. The position requires sound judgment, discretion, the ability to manage multiple priorities, and strict adherence to established security and program procedures.

Discover your future with us.

Primary Responsibilities:

• Provide administrative support to Special Programs, program managers, and designated personnel.

• Serve as a liaison between departments and program personnel to facilitate effective communication and coordination.

• Handle classified, controlled, proprietary, confidential, and/or sensitive information in accordance with applicable security and program requirements.

• Maintain and organize program files, records, databases, and other documentation to ensure accurate and timely retrieval.

• Scan, organize, track, and maintain DoD-reportable documentation in accordance with established program and security procedures.

• Review end-of-day checklists and ensure required administrative and program tasks are completed.

• Support document control and records-management activities as directed.

• Perform assigned Data Transfer Agent (DTA) duties in accordance with established security and program procedures.

• Receive, check in, and assist A3 visitors in accordance with established access and security 

• Provide administrative support to Special Programs, program managers, and designated personnel.

• Serve as a liaison between departments and program personnel to facilitate effective communication and coordination.

• Handle classified, controlled, proprietary, confidential, and/or sensitive information in accordance with applicable security and program requirements.

• Maintain and organize program files, records, databases, and other documentation to ensure accurate and timely retrieval.

• Scan, organize, track, and maintain DoD-reportable documentation in accordance with established program and security procedures.

• Review end-of-day checklists and ensure required administrative and program tasks are completed.

• Support document control and records-management activities as directed.

• Perform assigned Data Transfer Agent (DTA) duties in accordance with established security and program procedures.

• Receive, check in, and assist A3 visitors in accordance with established access and security procedures.

• Escort visitors and personnel as required within designated areas and in accordance with applicable security requirements.

• Coordinate meetings, briefings, schedules, visitors, and other program activities in accordance with applicable security requirements.

• Coordinate catering, set-up, clean-up, and meal service for meetings and special events.

• Help manage and maintain staff accounts, access, and related administrative requirements as assigned.

• Maintain the A3 area and training room in a clean, organized, and professional condition.

• Ensure meeting and training spaces are appropriately prepared, stocked, and ready for use.

• Follow established procedures for access control, visitor management, document handling, and protection of sensitive information.

• Promptly report suspected security concerns, incidents, or procedural issues through established reporting channels.

• Coordinate Area Office activities and operations to promote efficiency and compliance with company, program, and security requirements.

• Process and coordinate invoices, financial documentation, purchase requests, and account-related administrative activities.

• Maintain, order, and restock office supplies and inventory as needed.

• Research and recommend administrative and operational process improvements to increase efficiency and effectiveness.

• Maintain accurate records and tracking logs as required by the program.

• Demonstrate proactiveness, engagement, and strong follow-through by anticipating needs, taking ownership of assigned responsibilities, and ensuring tasks are completed accurately and timely.

• Identify administrative needs or potential issues and take appropriate action or seek guidance before they become problems.

• Provide general administrative support and perform other duties as assigned.

Required Qualifications & Experience:

• High School Diploma and 3+ years of experience or equivalent.

• Ability to obtain and maintain the security clearance required for the position.

• Ability to work in a controlled/cleared environment and comply with all applicable security requirements.

• Ability to handle sensitive and confidential information with a high degree of discretion and professionalism.

• U.S. citizenship, if required to obtain and maintain the applicable security clearance.

Preferred Qualifications & Experience: 

• Professional demeanor and appearance

• Ability to interact with all levels of management, employees, customers and vendors

• Excellent oral, written and interpersonal communication skills 

• Strong attention to detail, excellent time management skills

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Proficient in MS Office Suite (Word, PowerPoint, Excel, Outlook, SharePoint, Teams)

• Ability to work independently on assigned tasks as well as take direction on given assignments.

• Ability to follow established procedures and recognize when guidance or clarification is required.

• Strong organizational skills and ability to maintain accurate records.

• Ability to maintain strict confidentiality and adhere to security requirements.

• Ability to adapt to changing priorities and program requirements.

Tasks Performed: 100% of time involved in daily Tasks

This is an onsite, non-exempt, non-supervisory, full-time position. 

Standard working hours are Monday through Friday 8:00am-5:00pm.

We have an impressive range of benefits, programs, and perks that we offer:

Health & Wellness:

• Medical, Dental & Vision Insurance

• Life and Long-Term Disability (LTD)

• Vision Reimbursement

• Fitness Reimbursement

Financial:

• 401(k) Retirement Plan Contributions

• Employee Stock Ownership Plan (ESOP)

• Continuing Education Assistance

Work-Life Balance:

• Flexible Scheduling

• Paid Time Off (PTO)

• Paid Parental and Bereavement Leave

What We Value:

• Creativity and innovation in solving challenges

• Integrity and responsibility in all actions

• Collaboration across teams and specialties

• Responsiveness in fast-paced environments

• Passion for national security and excellence

Experiences and Background We Look For:  

• High School Diploma and 3+ years of experience or equivalent.

• Ability to obtain and maintain the security clearance required for the position.

• Ability to work in a controlled/cleared environment and comply with all applicable security requirements.

• Ability to handle sensitive and confidential information with a high degree of discretion and professionalism.

• U.S. citizenship, if required to obtain and maintain the applicable security clearance

Nice to have:

• Professional demeanor and appearance

• Ability to interact with all levels of management, employees, customers and vendors

• Excellent oral, written and interpersonal communication skills 

• Strong attention to detail, excellent time management skills

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Proficient in MS Office Suite (Word, PowerPoint, Excel, Outlook, SharePoint, Teams)

• Ability to work independently on assigned tasks as well as take direction on given assignments.

• Ability to follow established procedures and recognize when guidance or clarification is required.

• Strong organizational skills and ability to maintain accurate records.

• Ability to maintain strict confidentiality and adhere to security requirements.

• Ability to adapt to changing priorities and program requirements.

The salary range for this role is $55,000 to $60,000; however, Arete considers several factors when extending an offer of employment, including but not limited to: the position and associated responsibilities, a candidate’s work experience, education/training, and key skills.

Other Considerations

Areté is committed to the principles of equal employment opportunity and nondiscrimination, and we believe every person has the right to be treated with fairness, dignity, and equal consideration. 

Areté is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, marital status, national origin, age, veteran status, disability, or any other characteristic protected by applicable federal, state, or local law.

U.S. citizenship is required to meet position eligibility.

Successful passage of a criminal background screen is required to meet position eligibility. 

Selected applicants will be subject to a government security investigation and must meet eligibility requirements for access to classified information.

Areté will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.

Successful passage of a Department of Transportation (DOT) drug test is required to meet position eligibility.

If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our website because of your disability. To request an accommodation, please contact Areté Human Resources at View phone number on us.fitly.work for assistance.