Executive Administrative Assistant

2 months ago

Virginia Beach, United States ABSI Aerospace & Defense Full time
Job DescriptionJob DescriptionSalary:

Location: Virginia Beach, VA

US Citizenship Required for this Position: Yes

Clearance Type: Secret eligible, active Secret preferred

Work Schedule: Full Time, Exempt

Positions Supervised: None

Travel: Occasional


DESCRIPTION:

ABSI Aerospace & Defense is an innovative small business headquartered in the St Mary’s County Innovation District located in Southern Maryland, a short distance from Naval Air Systems Command. At its core, ABSI is a technical solutions company committed to rapidly delivering emerging technologies that create asymmetric advantages for our customers. This is only made possible by employing and retaining world-class subject matter experts and personnel equally committed to our mission. To support our workforce, ABSI offers highly competitive salaries, flexible work schedules, excellent benefits, instant 401K vesting and a full cafeteria plan that employees can tailor to their individual needs.


The Executive Administrative Assistant will provide comprehensive administrative support to ensure efficient operations and compliance with Navy policy and instruction mandates. This position involves handling routine administrative and personnel services, including mail services, correspondence preparation, personnel reporting, security clearance processing, fitness report drafting, award packages, and various personnel actions.


**This position is contingent upon contract award**


ESSENTIAL FUNCTIONS: 

The Executive Administrative Assistant will be responsible for:

  • Greeting visitors and answering questions regarding office procedures and policies.
  • Entering draft documents into tracking systems, reviewing for completeness, making non-substantive changes in real-time, preparing, proofing, routing for government review, and archiving documents according to established guidelines and directives.
  • Maintaining documents in electronic file format for easy retrieval.
  • Organizing, managing, and maintaining paper and paperless documents for daily or archival activities, including the administrative tickler file.
  • Accessing and utilizing Navy/DoD/NSW personnel databases and software systems such as NSIPS, SALESFORCE, Defense Ready, NTRMS, SOES, NEAS, ESR, and NFAAS.
  • Drafting command award documents for individual awards, retirement, commissioning, and change of command ceremonies.
  • Reviewing award documents for completeness, preparing, proofing, and routing smooth documents using Defense Ready.
  • Maintaining records of awards, including awards coming due, ready for presentation, and presented.
  • Preparing and sending out monthly awards board notifications, scheduling and facilitating monthly awards boards, and preparing award packages for presentation at command ceremonies.
  • Inputting completed awards documentation into the Navy Department Awards Web Service (NDAWS).
  • Performing routine administrative tasks including mail services, personnel reporting and detaching, and processing security clearances.
  • Drafting fitness reports, award packages, and data collection for various personnel actions.
  • Processing leave, pay, personnel, and check-in/check-out requirements in an accurate and timely manner.
  • Performing additional duties as assigned


REQUIRED QUALIFICATIONS:

  • Associate's degree with at least 5 years' experience performing the essential functions. 
  • Familiarity with personnel databases and software systems to include: 
    • Navy Standard Integrated Personnel System (NSIPS)
    • SALESFORCE
    • Defense Ready
    • NTRMS
    • SOES
    • Navy Enlisted Advancement System (NEAS)
    • Electronic Service Record (ESR)
    • Navy Family Accountability and Assessment System (NFAAS)).
  • Proficiency in Microsoft SharePoint, Word, Outlook, Excel, and PowerPoint
  • Ability to represent the company and customer positively and professionally
  • Ability to analyze, manage, multitask, motivate, plan, organize, and execute day to day operations and work under deadlines
  • Strong analytical and problem-solving skills.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).


DESIRED QUALIFICATIONS:

  • Prior YN or PS rank experience is desired. 



ABSI Aerospace & Defense is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind: ABSI is committed to the principle of equal employment opportunity for all employees and applicants and to providing employees with a work environment free of discrimination and harassment. All employment decisions at ABSI are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty, status as a covered veteran, or any other status protected by the laws or regulations in the locations where we operate. ABSI will not tolerate discrimination or harassment based on any of these characteristics.

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