Administrative Assistant - ProteQ

ProteQ provides technical, business, and programmatic management services to government and commercial clients. ProteQ develops and manages programs, logistics, complex systems integration, engineering programs, field exercises and test plans. ProteQ also offers extensive environmental, health and safety programs, and audit services.

ProteQ continues to support its National Security Clients - the heart of ProteQ's history. The ProteQ team possesses extensive experience in managing complex programs and cross functional teams that develop, integrate, test and transition technology for defense applications focused on the maritime domain. With deep expertise in manned and unmanned undersea systems and operations, the ProteQ team provides its clients with functional expertise ranging across technician, engineering, operations, and executive leadership.

ProteQ is looking for a highly motivated and self-starting Administrative Assistant with excellent communication skills and an upbeat attitude in support of Executive and Administrative team members. Candidates should be able to assist management and all visitors to the company by providing executive support, handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations, and generally being a helpful and positive presence in the workplace.

To be successful at ProteQ, candidates should be professional, polite, and attentive while also being accurate. The candidate must always be proactive, prepared, and responsive, willing to meet each challenge directly. The candidate must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, the candidate should have a genuine desire to meet the needs of others.

This position is on-site 5 days a week, with core hours from 8:30AM-4:30PM.

Responsibilities:

• Handling various administrative tasks simultaneously requiring prioritization.
• Providing routine administrative support.
• Coordinating and scheduling on- and off-site meetings for Executive team members and office staff.
• Tracking priorities and to-do items of Executive team.
• Proactive Executive calendar management.
• Maintaining confidential information.
• Making travel arrangements for employees while ensuring the company's compliance with the Federal Travel Regulations.
• Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and monitoring supplies.
• Ensuring efficient operations, service delivery, and expense control.
• Providing real-time scheduling support by booking appointments and preventing conflicts.
• Providing guidance to employees about travel requirements.
• Creating and managing Executive travel claims and expense reports.
• Assist with managing assets and inventory, maintenance services, technical support, project coordination/scheduling, and other related internal operations.
• Screening phone calls and routing callers to the appropriate party.
• Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.
• Prepare/draft communications, such as corporate newsletters and weekly announcements.
• Greet/sign in visitors and determine allowable access to office following established security protocols.
• Maintaining polite and professional communication via phone, e-mail, and mail.
• Anticipate the needs of others in order to ensure their seamless and positive experience.
• Assisting the Administrative Manager with the selection of vendors and the purchase of office equipment and supplies.
• Running errands as necessary.
• Sorting and distributing mail.
• Other responsibilities as assigned by Executive team members and/or Administrative Manager.

Candidate Qualifications

• HS Diploma and a minimum of 1-2 years' experience in relevant field.
• Excellent computer skills and experience using the Microsoft Office suite (Outlook, Word, PowerPoint, and Excel).
• Excellent typing skills.
• Strong writing skills.
• Attention to detail.
• Outstanding organizational skills.
• Desire to be proactive and create a positive experience for others.
• Must be able to lift up to 50 lbs.

Additional Desired Skills

• Advanced knowledge of MS Word, Excel, and PowerPoint.
• Proficient use of Apple computer systems.
• Experience working in Government or Defense sectors.