Administrative Assistant

ELS is an employee-owned small business that provides professional and engineering support services to the U.S. Navy. We pride ourselves, as employee owners, in delivering high quality products to our customers across different platforms, systems and equipment. For 40 years our focus has been to hire, develop and retain a highly-qualified staff of professionals that work collaboratively to provide exceptional support and solutions to our customers. We are caring, results driven, and strive to provide a meaningful work experience.
Job summary:
Provide on-site Administrative and Office Support for the NATO SEASPARROW Project Office (NSPO) N-30 and N-OPS Divisions. Administrative and Office Support role includes assisting with the receptionist/front desk to greet and welcome visitors, sign-in arriving guests, escort visitors, receive mail, answer incoming phone calls, and provide calendar organization and meeting set up as needed. Support add-on Data Management (DM) tasking as time permits, to include file organization, documenting and tracking deliverables and correspondence.
Description:

• Supports program office reception desk as required:
  • Sign visitors in and out and provide visitor badges.
  • Escort visitors as required.
  • Receive incoming phone calls and collect mail.
  • Organize meetings and meeting invites (accept/decline meetings) in Microsoft Office, Webex and Microsoft Teams Video Conferencing.
  • Update correspondence for the NSPO office (newsletters, office status, etc.)
  • Compile weekly updates and contract status reports
  • Review, serialize, format, edit, route, distribute correspondence through the NSPO Mailing System
  • Attend weekly Board of Directors (BOD) meetings to document meeting discussions. Follow format to produce meeting minutes/summary/actions and distribute notes.

• NSPO Data Requirements and Data Management Lead:
  • Distribute, file, and archive documents.
  • Review documents/CDRLs, track changes and updates with deliverables.
  • Maintain the NSPO Waypoint environment (centralized, internal database, connected to the cloud) to store, track and manage all NSPO CDRL deliveries (average 60 per month).
  • Lead the CDRL deliverables distribution and review, and document monthly progress for reporting.
  • Facilitate contract closeout from a CDRL perspective using the NSPO databases.

• Correspondence Support
  • Use the internal correspondence tool to generate letters and memorandums.
  • Manage and maintain correspondence in accordance with Navy Correspondence Manual guidelines to include formatting, editing, tracking, finalizing, distributing and uploading to the electronic NSPO mailing system.
  • Follow Standard Operating Procedure (SOP) to generate letters and track progress of documents through the review and approval process. Engage with team members if the letter or correspondence is slowed during routing.

Work Location: Office (Crystal City, VA)
Requirements:

• US Citizen / DoD Clearance
• Strong MS Windows-based computer skills (MS Office Suite, Adobe Acrobat DC)
• Background in customer support, file organization, data management
• Strong background with SharePoint, MS Teams/Flank Speed, and WebEx skills
• Strong communication skills (emails, conversational, phone, virtual)

Preferred Qualifications:

• Background in technical or weapon systems/missile systems
• Prior work in a DoD environment with International Participants
• Familiarity with ITAR and DoD Distribution Statements

Work Environment: This work location is in a business office, where Business Attire and professional behavior is required. Most team members share an office with 1-2 other support staff. Ability to interact professionally, engage in face to face conversations, and collaborate within the team are also required. Most daily work is conducted via computer (laptop) and will require use of MS Teams, MS Outlook, SharePoint, MS Word, WebEx and other office software. In addition, the electronic office environment is designed around Microsoft 365 and OneDrive; meaning that documents are autosaved by default and typically allow multiple users to operate within a document at once.
This office environment considers telework a privilege, and encourages the use of virtual meetings via MS Teams and Webex.
Travel: 10%.
Work Status: Full Time (hybrid in-office and telework environment)
ELS is a proud Equal Employment Opportunity Employer.
ELS may ask for your Covid-19 vaccination status.