Administrative Assistant

Administrative Assistant

Ataero is seeking a highly professional Administrative Assistant to provide high-level administrative support to senior Department of Defense (DoD) leadership within a Joint Program Office environment supporting an aviation program. This role requires a polished professional capable of operating in a fast-paced, high-visibility headquarters environment, directly supporting Senior Executive Service (SES), Flag Officers, and senior program leadership.

Key Responsibilities:

• Manage complex executive calendars and scheduling using Microsoft Outlook
• Coordinate high-level meetings, Video Teleconferences (VTCs), and leadership engagements
• Prepare and deliver briefing materials, read-ahead packages, and executive correspondence
• Manage executive taskings utilizing Enterprise Task Management Software (ETMS2), Executive Management Tracking (EMT2), and Task Management Tool (TMT) while ensuring timely completion of all suspense actions.
• Track leadership actions, correspondence, staffing packages, and executive taskers throughout the review and approval process.
• Coordinate Defense Travel System (DTS) authorizations, vouchers, and travel arrangements for government leadership.
• Support acquisition program leadership by coordinating meetings, Integrated Product Team (IPT) sessions, Program Management Reviews (PMRs), and senior executive engagements.
• Utilize Microsoft Teams, SharePoint, Outlook, and other government collaboration tools to manage information flow and executive communications.

Additional Duties:

• Interface daily with senior military officers, SES, and government stakeholders
• Maintain workflow/tasker systems and organizational priorities
• Support Defense Travel System (DTS) actions including travel coordination and vouchers
• Assist with meeting logistics, conference room scheduling, and secure communications
• Support continuous process improvement initiatives within the organization

Minimum Qualifications:

• Associate's degree with 5 years of additional experience or GED with 10 years of additional related experience.
• Minimum of one (1) year supporting DoD headquarters, acquisition organizations, or Joint Program Offices.
• Experience providing executive administrative support to senior government leadership.
• Experience using Microsoft Office Suite, Outlook, Teams, and SharePoint.
• Active Secret Security Clearance is required.

Required Skills & Competencies:

• Excellent verbal, written, and interpersonal communication skills
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
• Experience utilizing ETMS2, EMT2, TMT, and DTS or comparable DoD administrative systems.
• Ability to manage executive correspondence, suspense tracking, task management, and document routing.
• Strong knowledge of DoD administrative policies, executive support, and headquarters operations.
• Exceptional organizational, communication, and customer service skills.
• Ability to manage multiple competing priorities with minimal supervision.
• Professional discretion when handling sensitive or classified information.

Preferred Qualifications:

• Two (2) or more years supporting DoD headquarters or acquisition organizations.
• Previous experience supporting the F-35 Joint Program Office (JPO), PEO(JSF), NAVAIR, or another DoD acquisition program.
• Experience supporting Senior Executive Service (SES), General Officers, or Flag Officers.
• Demonstrated experience using:
• Enterprise Task Management Software (ETMS2)
• Executive Management Tracking (EMT2)
• Task Management Tool (TMT)
• Defense Travel System (DTS)
• Familiarity with DoD correspondence management, executive staffing, acquisition documentation, and program office operations.

Benefits:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Basic Life & AD&D
• Short Term Disability
• Long Term Disability
• 401(k) Retirement Plan
• 401(k) Employee Matching, up to 6% with immediate vestment
• Employee Assistance Program
• Paid Time Off + all Federal Holidays
• Tuition Assistance/certifications for job related education