Administrative Aide

Administrative Aide

The Administrative Aide provides critical operational, logistical, and meeting support to the Program Managers and staff within the AUKUS and International Programs Department. This role focuses on optimizing department workflows, managing travel, coordinating personnel logistics, and supporting day-to-day operations during a period of significant program growth.

In addition to core Administrative Aide duties, this position will also support commitment tracking, reporting, training coordination, and technical documentation.

Key Responsibilities

Travel & Expense Management

• Coordinate complex domestic and international travel arrangements and itineraries.
• File timely expense reports and receipts using internal systems like Concur.
• Process labor record corrections for department employees.

Operational Logistics & Meeting Support

• Coordinate and assist with external customer meetings, high-level internal briefings, and department staff meetings.
• Manage meeting invitations, reserve proper conference rooms, handle graphic requirements, and efficiently operate presentation equipment.
• Maintain the department supply inventory, manage conference room reservations, and pick up/distribute department mail.

Personnel & Asset Tracking

• Assist with new employee onboarding, internal department transfers, and employee E-Severance processing.
• Maintain the department asset tracker to ensure all hardware and equipment are accounted for.
• Coordinate IT service requests for employees and department assets as needed.
• Manage the department vacation calendar, organization charts, and Outlook group address books and serve as the Employee Anniversary Coordinator.
• Prepare visit requests and process security clearances for domestic business travel.

Technical & Editing Backup

• Provide editing backup support to the PC Tech Aide (PCTA) to ensure high-priority deliverables meet deadlines.

Commitments & Reporting

• Develop and maintain commitment reports; issue regular updates to EB stakeholders and customers.
• Create and maintain product-list spreadsheets to support weekly task review; issue regular status updates.
• Support routine meetings focused on progress, commitments, and cross-organizational coordination.

Logistics, Scheduling & Documentation

• Coordinate onsite and offsite meetings involving internal EB groups and external customer organizations.
• Support travel planning and reporting, including international travel.
• Assist in preparation of PowerPoint presentations for program reviews, Executive Staff briefings, and customer engagements.

Training Coordination

• Provide oversight of Cornerstone training for department staff to ensure compliance.
• Assign training and maintain records to confirm all personnel supporting International Programs are properly qualified.

Programs, Export & Facilities Support

• Support planning and logistics for EB-hosted visits.
• Maintain export logs in compliance with EB and federal requirements.
• Assist with facilities moves and change activities.
• Support recruiting activities for department staffing needs.

IT & File Management

• Coordinate IT needs including laptop management for international travel.
• Maintain department files including letters, transmittals, memos, and archival documentation.
• Manage distribution of department deliverables.

Communication: Confidence interacting with corporate upper management and external military/government customers

Flexibility: Ability to handle unplanned, time-sensitive assignments and work occasional overtime, evening, or weekend hours

Required:

• Education: High School Diploma or GED
• Experience: 4+ years of professional administrative experience in an office setting
• Technical Skills (Intermediate MS Office):
• PowerPoint: Master slide updates, advanced text/table formatting, and extracting disparate data into unified presentations
• Word: Comprehensive text editing, header/footer configuration, and page layout formatting
• Excel: Building tables, generating charts, and formatting layouts for presentation

Preferred:

• Education: Bachelors degree
• Security: Possess an active government security clearance
• Systems: Experience using Concur Travel Programs
• Domain Knowledge: Prior experience working within a program office, engineering environment, or shipbuilder administrative interfaces (Engineering, Contracts, Finance, Legal)