Administrative Assistant

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