Administrative Assistant Job at Top Secret Clearance Jobs in Huntsville

About the job Administrative Assistant
Top Secret Clearance Jobs is dedicated to helping those with the most exclusive security clearance find their next career opportunity and get interviews within 48 hours.

Welcome to the MOMENTUM Family!

MOMENTUM is not just our company name; it is the highest value we deliver to our customers. We are a rapidly growing technology solutions company delivering innovative technology, engineering, and intelligence solutions across the DoD sector. The efforts of our high-capacity team ultimately strengthen our Nation and the warfighter.

Our team is dispersed throughout the US, which means we value the diversity and unique collaboration fostered throughout our team. We work incredibly hard for our customers and believe deeply in our core values. We're a high-energy, high-growth team and we love to win.

Administrative Assistant

*Top Secret Clearance Required*

In this role, you will:

• Coordinate/manage schedule/calendar for executive managemen
• Canvas for appropriate talking points for meetings/engagements
• Create, customize, prepare, and maintain presentations, briefing charts, and documents using computer software (e.g., Microsoft Office Suite), websites, graphical elements, scanned photos, and other presentation materials.
• Review and modify correspondence for internal consistency and conformance.
• Maintain and update the calendar of management within the assigned Units and/or Sections using computer software (e.g., Microsoft Office Suite) by making appointments and arranging meetings, based on the manager's schedule and current issues.
• Coordinate and support meetings and special events for the organization to include coordinating all amenities, accommodations, visit requests, and collection of funds.
• Schedule accommodations for meetings, record lunch requests for meetings with outside guests notify attendees, coordinate Video Teleconference Conference requirements, and handle any other special requirements for meetings/conferences/projects (reserve parking spaces, directional signs, registration desk, name plates, table tents, etc.).
• Obtain and deliver read ahead material for management's scheduled meetings and distribute to attendees.
• Prepare travel requests; arrange travel and lodging arrangements; arrange and coordinate a schedule for visits.
• Maintain conference room reservation schedules for the purpose of coordinating meetings, visits, and appointments.
• Enter data and maintain office databases such as organizational charts, personnel accountability, travel, training, and budget.
• Enter and maintain professional data.
• Serve as records manager and maintain office files.
• Collect, review, archive forms (such as leave requests, employee work schedules, and telework applications), and enter data into the timekeeping system for branch chief review.
• Coordinate, define structure, and organize electronic materials, presentations and documents using databases, servers, and SharePoint sites.
• Prepare property turn-ins.
• Prepare, review and process training requests, travel vouchers, conference requests, personnel related documents, and technical report staffing for conformance to policy and procedures prior to the appropriate authoritative signature.
• Gather and organize completed personnel documents and delivering completed document packages for personnel actions to include civilians, contractors, students, guest researchers, etc.
• Respond to administrative queries and taskers by the established deadline. Keep accurate records of final disposition of each action and inform the respective action officer of results.
• Receive and screen visitors and phone calls. Professionally answer office manager telephone line, take messages, and refer calls and visitors to appropriate staff.
• Operate shared office equipment, to include copy machine, scanners, facsimile machine, computers, printers, and shredders, and as needed submit repair requests.
• Follow standard operating procedures (SOP) and Internal Operating Procedures (IOPs) provided as Government Furnished Information (GFI) at contract award, related to functions such as personnel accountability, security, and safety.
• Prepare and review correspondence (e.g., minutes, information papers, reports, queries, taskers) for grammatical errors, proper tone, accuracy, clarity, and formatting. Make corrections and retypes as necessary
• Participate as a member of Integrated Product Teams (IPTs) or groups developing changes or improvements to administrative processes and procedures.

If you're suitable for this role, you have:

• High School diploma and six (6) year of general office assistant experience. Bachelor's degree from an accredited university or college or relevant training may be substituted for experience.
• Knowledge and/ experience using Microsoft Office Suite, specifically Power Point, Excel, and Word.
• Ability to communicate orally and in writing.
• Experience operating standard office equipment, to include telephones, copy machine, scanners, facsimile machine, computers, printers, and shredders
• Active Top Secret Clearance

To learn more about us, check out our website at www.gomomentum.tech!

MOMENTUM is an EEO/M/F/Veteran/Disabled Employer:

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed above are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Accommodations:

Consistent with the Americans with Disabilities Act (ADA) and Alabama civil rights law, it is the policy of Momentum to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please include a request when applying.