Administrative Assistant

Are you passionate about delivering critical technology solutions to federal agencies and supporting their mission? Are you self-organizing, motivated, and client focused? We are looking for a System Administrator in support of a highly visible project with scope including JWICS service provision to local and enterprise customer bases around the world.

The Administrative Assistant will develop and maintain processes for onboarding and off boarding contractor personnel as well as aiding the Program Manager (PM), Contracting Officer's Representative (COR) and Program Management Office (PMO) with tracking of personnel data relevant to contract requirements (certifications, seating, training, and other administrative functions. The position is onsite, full time in San Antonio Tx.

Responsibilities:

• Provide administrative support to ensure efficient operation of the office
• Develop and employ onboarding/offboarding databases and processes to streamline contractors entry/exit from the program
• Collect employee data to use in the processing of Common Access Cards and computer account access paperwork
• Develop and maintain contractor and key government personnel telephone and email roster
• Coordinate with contract program manager and government oversight manager on the tracking of contract-required reporting items such as training, certifications, manning charts, and position data
• Answer and direct phone calls, take messages, and handle correspondence
• Organize and schedule appointments, meetings, and events
• Provide on-site manpower support to the PMO for annual conferences and supported TDYs
• Assist in the preparation of regularly scheduled reports (monthly status report, weekly manning statistics) and prepare properly formatted, accurate minutes for specified meetings
• Develop and maintain a filing system for important documents
• Update and maintain office policies and procedures
• Assist the program manager with monthly reporting requirements and data delivery

Requirements:

• High School diploma with 3-6 years of relevant experience (11 years performing administrative functions)
• Must have verified DOD Top Secret w/ SCI clearance eligibility at time of application.
• Must possess excellent organization and note-taking skills
• Must have proven experience with a ticketing system, such as ServiceNow (SNOW) and MS Office 365 (or legacy) products
• Must be able to take highly accurate and detailed meeting minutes and send to designated organization members
• Must be able to multi-task and track detailed information with a high degree of accuracy

Preferred:

• Previous experience in a military organization in an administrative role a bonus
• Highly effective written and oral communication skills
• Extensive knowledge of MS office products and minor database management
• ITIL 4 is a bonus

Salary: $60,000- $65,000 annually depending on experience

This position primarily works standard business hours M-F, 7am-4pm.

We will accept applications for this position until 10/17/2025 11:59 PM

Aleut offers the following benefits to eligible employees:

• Health insurance
• Dental/Vision insurance
• Paid Time Off
• Short- and Long-Term Disability
• Life insurance
• 401k and match

Aleut Federal, LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or genetics. In addition to federal law requirements, AF complies with applicable state and local laws governing nondiscrimination in employment in every location where the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. AF expressly prohibits workplace harassment based on race, color, sex, religion, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

Preferred

• Managing Office functions, to include on/offboarding team members, and tracking relevant contract data

Required

• High School or better

Preferred

• ITIL 4 Certification

Required

• Microsoft Office 365 Suite

Required

• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Required

• Growth Opportunities: Inspired to perform well by the chance to take on more responsibility
• Self-Starter: Inspired to perform without outside help

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.