Administrative Assistant

<h2>Overview</h2> <p>AMERICAN SYSTEMS is seeking a&nbsp;self-driven candidate to join as an&nbsp;<strong>Administrative Assistant</strong>&nbsp;supporting operational, logistical, and executive administrative functions in a fast-paced environment.</p> <h2>Responsibilities</h2> <ul> <li>Direct the drafting, editing, and official routing of executive correspondence, policy memoranda, standard operating procedures, and administrative documentation.</li> <li>Maintain calendars comprised of staff leave, project schedules, and key event timelines to support office operations and leadership visibility.</li> <li>Oversee the auditing of all incoming and outgoing materiel records across commercial and defense vendors to ensure accountability and accuracy.</li> <li>Track and manage post-meeting action items while maintaining periodic status updates for leadership and stakeholders.</li> <li>Coordinate domestic CONUS and international OCONUS freight handling, packaging, customs compliance, and shipping logistics for unit equipment.</li> <li>Transport both non-sensitive and sensitive mission-critical materiel in accordance with established courier protocols.</li> <li>Provide dedicated on-site office presence to facilitate immediate administrative actions, ad hoc meetings, and day-to-day operational support.</li> <li>Perform a variety of activities in support of functional areas such as finance, purchasing, human resources, or specific project, business, or technical units.</li> <li>Perform normal office functions such as setting up and maintaining files, interviewing callers and making proper referrals, arranging meetings and conferences, and receiving, referring, or answering mail.</li> <li>Review drafts and finished documents for appropriate grammatical usage and answer questions relating to office operations and established policies and procedures.</li> <li>Gather, compile, record, track, verify, and analyze data and information from multiple sources in support of supervisor and organizational assignments.</li> <li>Use software applications to compile and generate reports, statistics, timelines, tables, graphs, correspondence, and presentations.</li> <li>Provide data and information to others on functional unit processes and procedures.</li> <li>May assist, train, or provide day-to-day coordination to less experienced Administrative Assistants and Clerks.</li> </ul> <h2>Qualifications</h2> <ul> <li>Eligible for Secret Clearance</li> <li>High School Diploma or GED required.</li> <li>Minimum of 4 to 6+ years of related administrative experience, depending on level.</li> <li>Experience supporting functional areas such as finance, purchasing, human resources, logistics, or technical/project teams.</li> <li>Ability to draft, edit, proofread, and route executive correspondence, policy memoranda, standard operating procedures, and other administrative documentation.</li> <li>Experience maintaining calendars, scheduling meetings and conferences, and tracking staff leave and event schedules.</li> <li>Ability to gather, compile, review, analyze, and report on data from multiple sources.</li> <li>Experience tracking action items, maintaining status updates, and supporting leadership with timely administrative follow-through.</li> <li>Knowledge of office operations, administrative procedures, and records management practices.</li> <li>Experience coordinating shipping logistics, freight handling, packaging, and materiel accountability is preferred.</li> <li>Ability to handle sensitive and mission-critical materials in accordance with established procedures.</li> <li>Strong verbal and written communication skills with the ability to interface professionally with internal and external stakeholders.</li> <li>Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.</li> <li>Ability to create reports, timelines, tables, graphs, correspondence, and presentations using office software tools.</li> <li>Strong organizational skills, attention to detail, and ability to work independently on moderately difficult assignments requiring sound judgment.</li> <li>Ability to provide on-site office support and respond to immediate administrative requirements as needed.</li> </ul> <h2>Pay Transparency Statement</h2>AMERICAN SYSTEMS is committed to pay transparency for our applicants and employee-owners. The salary range for this position is USD $18.00/Hr. - USD $29/Hr. Actual compensation will be determined based on several factors permitted by law. AMERICAN SYSTEMS provides for the welfare of its employees and their dependents through a comprehensive benefits program by offering healthcare benefits, paid leave, retirement plans, insurance programs, and education and training assistance. <h2>EEO Statement</h2>EEO Race/Sex/Disability Status/Veteran Status