Administrative Assistant / Office Manager - The Marlin Alliance

The Marlin Alliance, Inc. is seeking a highly qualified and motivated Administrative Assistant / Office Manager to join our team. This individual will play a critical role in supporting various technical initiatives and projects.

Established in 2002, The Marlin Alliance is seeking to hire highly skilled individuals to support mission critical projects within the Navy. We are looking for motivated individuals to lead and support digital transformation, data science and analytics, and automation projects for variety of Navy clients. Individuals must be able to function in a fast-paced work environment and able to adapt quickly to rapidly changing requirements and technologies. Using your comprehensive knowledge of various technologies, you will design, develop, and implement solutions to support Navy mission owners in their digital transformation journey.

Essential Duties and Responsibilities

• Manage day-to-day office operations, including maintaining supplies, organizing workspaces, and coordinating office equipment maintenance.
• Oversee the reception area, welcoming visitors, and directing them to the appropriate personnel.
• Ensure a clean and organized office environment.
• Provide administrative assistance to executives and team members, including calendar management, scheduling meetings and making travel arrangements.
• Prepare and edit company documents, reports, corporate policies and procedures, and presentations as needed.
• Assist in organizing company events, meetings, and conferences.
• Serve as a primary point of contact for internal and external communications, screening and directing inquiries to the appropriate departments.
• Draft and distribute internal communications and announcements.
• Maintain and organize physical and electronic files, ensuring confidentiality and accuracy.
• Assist in record-keeping and data entry tasks.
• Collaborate with various departments to provide support for ongoing projects.
• Help track project timelines and personnel training.
• Assist in preparing and processing expense reports and managing related documentation.
• Support new hire onboarding and orientation process.
• Act as the onboarding liaison between new hires and supervisors by organizing and communicating first day logistics to both parties.
• Provide HR administrative and project support as needed.

Minimum Qualifications (Education, Experience, Skills)

• Effective oral and written communication skills.
• Familiarity with Microsoft Applications
• Minimum two (2) years of experience in an administrative support position
• Proven ability to manage and support multiple projects simultaneously.
• Ability to collaborate and promote effective communication across internal departments.
• Self-driven, able to work alone without daily supervision.
• Must reside in the San Diego area.

Work Environment and Mental/Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• Typical office environment with no unusual hazards.
• The noise level in the work environment is usually moderate.
• Constant sitting while using the computer terminal.
• Constant use of sight abilities while reviewing documents.
• Constant use of speech/hearing abilities for communication.
• Occasional reaching, stooping, kneeling, or crouching may be required.
• Occasional lifting up to 20 pounds.
• Constant use of mental alertness.
• Frequent work under deadlines.

Job Classification:

Associate I
$65,000 - $80,000

Disclaimer:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship.

An Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.