Administrative Assistant - NDU

Job Description

Job Description

Administrative Assistant

Location: Washington, DC 20024 Ft. McNair | Onsite
Employment Type: Full-Time | Contract
Schedule: Monday–Friday

About Essnova Solutions

At Essnova Solutions, Inc., we believe meaningful work begins with people who take pride in what they do. We provide technology, administrative, and professional services that help federal government and commercial clients strengthen operations, overcome challenges, and achieve their missions.

Our success is built on collaboration, integrity, and a commitment to excellence. We value individuals who bring initiative, professionalism, and a positive attitude to their work, and we strive to create an environment where every team member can contribute and grow.

About the Opportunity

Essnova Solutions is seeking a highly organized, dependable, and detail-oriented Administrative Assistant to support a U.S. Federal Government client in Washington, DC.

This position provides essential administrative and operational support within a federal higher education environment. The successful candidate will work closely with faculty, staff, students, and visitors to coordinate daily office activities, maintain accurate records, prepare professional correspondence, and ensure efficient administrative operations.

We are looking for someone who enjoys helping others, communicates effectively, manages competing priorities with confidence, and takes ownership of their responsibilities.

This is a full-time contract opportunity with the potential for a long-term, multiyear engagement.

Key Responsibilities

Administrative and Office Support

• Serve as a professional and welcoming first point of contact for staff, students, visitors, and external stakeholders.
• Answer and screen telephone calls, respond to inquiries, record messages, and direct communications to appropriate personnel.
• Coordinate appointments, meetings, calendars, and daily office schedules.
• Support routine office operations, including document management, filing, correspondence tracking, and administrative coordination.
• Maintain accurate contact directories, office rosters, distribution lists, and administrative records.
• Update office bulletin boards, shared resources, and informational materials to ensure content remains current and accurate.

Document Preparation and Correspondence

• Draft, format, edit, and proofread professional correspondence, memoranda, emails, presentations, reports, and other administrative documents.
• Prepare and process government forms, academic papers, manuscripts, speeches, meeting materials, and official documentation.
• Review documents for accuracy, completeness, formatting consistency, and compliance with established administrative procedures.
• Organize and maintain electronic and physical files in accordance with applicable records management requirements.
• Assist with preparing monthly activity reports, progress updates, and administrative summaries.

Meeting and Operational Coordination

• Schedule meetings, reserve appropriate meeting spaces, coordinate logistical arrangements, and prepare supporting materials.
• Assist with meeting agendas, presentation materials, attendance records, and follow-up correspondence.
• Coordinate with internal departments and external contacts to facilitate timely communication and information sharing.
• Track administrative requests, deadlines, and action items to support efficient workflow.
• Provide general administrative assistance for special projects, events, and organizational activities.

Customer Service and Team Support

• Respond professionally and courteously to requests from faculty, staff, students, and visitors.
• Maintain confidentiality when handling sensitive administrative, personnel, or student-related information.
• Collaborate with team members to identify administrative needs and support daily operational priorities.
• Exercise sound judgment, initiative, and discretion when resolving routine administrative matters.
• Perform other related administrative duties as assigned within the scope of the position.

Requirements

Required Qualifications

• Experience with Defense Travel Systems, non-negotiable
• Previous experience providing administrative, clerical, or office support in a professional environment.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Strong written and verbal communication skills.
• Excellent organizational skills with the ability to manage multiple tasks, deadlines, and competing priorities.
• Demonstrated attention to detail and accuracy in preparing documents and maintaining records.
• Ability to interact professionally with individuals at all organizational levels.
• Experience managing calendars, coordinating meetings, and maintaining administrative files.
• Ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Strong customer service skills and a dependable, team-oriented approach.
• Ability to work onsite in Washington, DC, in accordance with client scheduling requirements.

Preferred Qualifications

• Previous administrative experience supporting a federal government agency, educational institution, or similarly structured organization.
• Familiarity with government correspondence, administrative procedures, or records management practices.
• Experience preparing formal reports, academic materials, or executive-level correspondence.
• Experience working in a fast-paced, service-oriented office environment.

Benefits

Essnova Solutions offers a competitive benefits package designed to support the well-being and professional success of our employees, including:

• Medical and dental insurance
• Paid time off
• Paid holidays
• Opportunities for professional development and career growth

Benefits eligibility and availability are subject to applicable company policies and plan terms.

Equal Employment Opportunity (EEO) Statement

Essnova Solutions, Inc. is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

Essnova Solutions is committed to maintaining a professional, inclusive, and respectful workplace. Reasonable accommodations are available to qualified individuals with disabilities and applicants with accommodation needs in accordance with applicable law.