Administrative Assistant

Administrative Assistant

Pivot Path Solutions is an SBA Certified 8(a), Woman-Owned Small Business delivering mission-focused professional and technical services to the Department of Defense and Federal Government. We are seeking a dependable Administrative Assistant to support the Naval Undersea Warfare Center (NUWC) Division Newport, Sensors and SONAR Systems Department (Code 15). This role provides comprehensive office administration and customer support for a fast-paced engineering organization supporting the U.S. Navy's undersea warfare mission.

Position Summary

The Administrative Assistant provides daily administrative and office support to assigned government organizations, ensuring efficient front office operations, accurate document management, meeting coordination, travel processing, and records maintenance. The ideal candidate is highly organized, customer-service oriented, and capable of managing multiple priorities while maintaining professionalism and attention to detail.

Essential Responsibilities

Front Office Operations

• Provide front desk coverage during normal business hours.
• Answer and route telephone calls professionally.
• Welcome and direct visitors.
• Maintain visitor logs and telephone message records.
• Coordinate interview logistics.
• Update emergency recall lists and personnel rosters.
• Receive, sort, and distribute incoming and outgoing mail.
• Monitor office equipment and coordinate maintenance requests.
• Maintain office supply inventories.

Administrative Support

• Prepare, edit, proofread, and format memoranda, reports, presentations, correspondence, and briefing materials.
• Maintain correspondence tracking logs.
• Scan, copy, route, file, and archive documents.
• Assemble SF-52 personnel action packages by entering government-provided information.
• Maintain electronic filing systems and records in accordance with Navy guidance.

Data & Office Support

• Enter and verify data within government systems.
• Review ERP timekeeping reports against leave records.
• Prepare discrepancy reports for Government review.
• Generate routine reports using Government databases.

Meeting & Travel Coordination

• Schedule conference rooms.
• Maintain calendars for leave, travel, and meetings.
• Prepare meeting agendas.
• Coordinate travel authorizations, vouchers, and training requests using DTS.

Security & Visitor Support

• Coordinate DISS visit requests.
• Prepare visitor documentation.
• Ensure CUI and PII are handled properly.
• Support classified document routing as directed.

Minimum Qualifications

• High School Diploma or GED.
• Minimum 23 years of administrative support experience.
• Strong Microsoft Office skills.
• Excellent organizational and communication skills.
• Experience supporting multiple priorities simultaneously.
• Ability to work onsite full-time.

Preferred Qualifications

• Previous DoD or Federal administrative experience.
• Experience using:
  • DTS
  • DISS
  • ERP/Fiori
  • Microsoft Teams
• Familiarity with records management.

What We Offer: Pivot Path Solutions strives to attract, motivate, and retain the best people in the industry. Our benefits package reflects our continued commitment to our employees by prioritizing the health and well-being of each member. The Company offers a comprehensive compensation package that includes:

• Comprehensive benefits package, including health, dental, and vision insurance
• Generous Contribution on Health, Dental and Vision Insurances
• 100% Employer Paid Group Life Insurance, Short Term and Long-Term Disability
• Safe Harbor 401(K) Plan
• Health Saving Account (HSA)
• Healthcare Flexible Saving Account (FSA) and Dependent Care FSA
• Education Reimbursement
• Employee Referral Program

U.S. Citizenship is required, and all selected applicants will be subject to a government security investigation. This includes meeting the eligibility requirements for access to classified information and the ability to obtain government-granted security clearance. Individuals may also be subject to background investigation including criminal history, employment verification, education verification, drug testing, and creditworthiness.