Overview
AMERICAN SYSTEMS is seeking a self-driven candidate to join as an Administrative Assistant supporting operational, logistical, and executive administrative functions in a fast-paced environment.
Responsibilities
- Direct the drafting, editing, and official routing of executive correspondence, policy memoranda, standard operating procedures, and administrative documentation.
- Maintain calendars comprised of staff leave, project schedules, and key event timelines to support office operations and leadership visibility.
- Oversee the auditing of all incoming and outgoing materiel records across commercial and defense vendors to ensure accountability and accuracy.
- Track and manage post-meeting action items while maintaining periodic status updates for leadership and stakeholders.
- Coordinate domestic CONUS and international OCONUS freight handling, packaging, customs compliance, and shipping logistics for unit equipment.
- Transport both non-sensitive and sensitive mission-critical materiel in accordance with established courier protocols.
- Provide dedicated on-site office presence to facilitate immediate administrative actions, ad hoc meetings, and day-to-day operational support.
- Perform a variety of activities in support of functional areas such as finance, purchasing, human resources, or specific project, business, or technical units.
- 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.
- Review drafts and finished documents for appropriate grammatical usage and answer questions relating to office operations and established policies and procedures.
- Gather, compile, record, track, verify, and analyze data and information from multiple sources in support of supervisor and organizational assignments.
- Use software applications to compile and generate reports, statistics, timelines, tables, graphs, correspondence, and presentations.
- Provide data and information to others on functional unit processes and procedures.
- May assist, train, or provide day-to-day coordination to less experienced Administrative Assistants and Clerks.
Qualifications
- Eligible for Secret Clearance
- High School Diploma or GED required.
- Minimum of 4 to 6+ years of related administrative experience, depending on level.
- Experience supporting functional areas such as finance, purchasing, human resources, logistics, or technical/project teams.
- Ability to draft, edit, proofread, and route executive correspondence, policy memoranda, standard operating procedures, and other administrative documentation.
- Experience maintaining calendars, scheduling meetings and conferences, and tracking staff leave and event schedules.
- Ability to gather, compile, review, analyze, and report on data from multiple sources.
- Experience tracking action items, maintaining status updates, and supporting leadership with timely administrative follow-through.
- Knowledge of office operations, administrative procedures, and records management practices.
- Experience coordinating shipping logistics, freight handling, packaging, and materiel accountability is preferred.
- Ability to handle sensitive and mission-critical materials in accordance with established procedures.
- Strong verbal and written communication skills with the ability to interface professionally with internal and external stakeholders.
- Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
- Ability to create reports, timelines, tables, graphs, correspondence, and presentations using office software tools.
- Strong organizational skills, attention to detail, and ability to work independently on moderately difficult assignments requiring sound judgment.
- Ability to provide on-site office support and respond to immediate administrative requirements as needed.
Pay Transparency Statement
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.
EEO Statement
EEO Race/Sex/Disability Status/Veteran Status
