Administrative Assistant - Canvas Inc.

Job Title: Administrative Assistant

Location: Arnold AFB, TN (On-Site)

Canvas is seeking an Administrative Assistant to support our TMAS AEDC contract!

Duties:

• Provide direct administrative support to the TMAS AEDC Program Manager (PM) and Deputy PM, as well as to Branch Leads, Group Leads, and technical staff as directed.
• Maintain positive and welcoming presence in the office, providing assistance in a professional manner at all times.
• Schedule meetings and appointments including interviews, new hire breakfasts, performance assessments, staff meetings, etc. (attend as requested).
• Maintain adequate inventory of office supplies, drinks, snacks, etc.
• Maintain meeting calendar(s).
• Prepare meeting minutes and other related/similar correspondence.
• Maintain email distribution lists, adding and deleting members as needed to maintain currency.
• Maintain local employee records in a secure manner.
• Coordinate lunches including catering arrangements and/or personal pick-up and delivery of food/drinks.
• Assist in planning and conducting group outings of the TMAS Team, including researching potential venues and activities, selecting optimum schedule dates, and communicating such events to the workforce in a manner that maximizes participation.
• Compile and address initial editing of monthly report inputs in preparation for PM review.
• Process visitor requests via AEDC procedures.
• Assist in acquiring computer hardware and software via AEDC processes.
• Address tuition reimbursement forms including conversion to PDF and routing for PM approval.
• Track workforce completion of training assignments.
• Compile and manage telework agreements and work logs.
• Scan/print documents and/or make copies as requested.
• Conduct quality reviews of various documents prior to submittal to customer.
• Serve as backup for the following:
  • Complete Labor Category Verification (LCV) forms for candidate new employees.
  • Complete and submit Form 860 badge requests to Visitor Center.
  • Complete DD2875 forms for new employees.
  • Prepare the monthly A008 "TMAS roster" deliverable.
  • Address travel needs of the workforce, both CONUS and OCONUS, following established approval process.
  • Address expense report processing for the workforce, primarily relating to routing of documentation for PM approval.
  • Address requests for Personal Protective Equipment (PPE) as well as employee reimbursements.
  • Address Common Access Card (CAC) needs of the workforce including routing of TASS forms and completion of monthly CAC renewals/reverifications.
  • Process employee terminations via Enovia.

Requirements:

• Various levels of education and years of relevant work experience will be considered for this position:
  • Bachelor's degree in relevant discipline; Master's degree desired.
  • 3+ years in an office setting, preferably with experience at a DoD installation desired. *Years of experience may be substituted for education requirement, per customer approval.
• Strong interpersonal skills with ability to interface effectively with wide range of personality types.
• Exceptional communication skills, both verbal and written.
• Proficiency with Microsoft Office products, in particular, Outlook, Word, Excel, and Power Point.
• Proficiency with PDF files, including creation, revision, and processing of all types of documentation using available features of the software, in particular, digital signature incorporation.
• Familiarity with Teams including setting up calls and meetings, establishing channels, and adding/deleting members.
• Strong technical editing skills to facilitate detailed document reviews and incorporations of revisions to enhance quality, consistency, and readability.
• Ability to learn AEDC systems and processes and become proficient in their use.
• Ability to multitask, handling a diverse set of assignments and completing them based on assigned priorities and established deadlines.
• Desired experience and skills:
  • Graphic design capabilities.
  • Financial management/cost accounting.
  • Records/file management.
  • Knowledge of project management basics.

Security Clearance: Must be able to obtain and maintain a Secret security clearance; active Secret clearance desired.

Other Essential Job Functions:

Candidate may be required to work other than normal duty hours, especially to respond to time-critical needs as they arise (e.g., after-hours workforce notifications).

About Us

Founded in 2007, Canvas connects a passion for going beyond the expected with the knowledge and expertise to deliver what our clients need now and in the future. Canvas has been recognized as a Great Place to Work Certified ™, Fortune Best Small Workplace ™, Fortune Best Workplace for Millennials ™ (2022), Best Place for Working Parents (2022 & 2023), HIRE Vets Gold Medallion Awardee (2021 & 2022), Best Places to Work Awardee, 2019 Government Contracting - Technology Business of the Year, and Woman-Owned Small Business of the Year (2018) by the Huntsville/Madison Chamber of Commerce.

Benefits of Working with Canvas

To reflect our company culture, Canvas offers an exciting array of benefits that makes up our employees' total rewards package. Those benefits may include:

• Competitive Wages*
• Medical, Rx, Dental & Vision Insurance
• Generous company-funded Basic Life Insurance
• Company-funded Short-Term & Long-Term Disability
• 11 Paid Federal Holidays
• Generous Paid Time Off (PTO)
• Dependent Care and Medical Flexible Spending Accounts
• 401(k) retirement plan with company match and 100% immediate vesting
• Tuition Reimbursement for ongoing training, continuing education, or advanced degree programs
• Robust Employee Assistance Program
• Employee Referral Bonus Program
• Corporate Sponsored Events & Community Outreach
• Spot Awards for exemplary individual performance
• Discretionary performance-based bonuses
• And many more!

*Final compensation for this position is determined by a variety of factors, such as a candidate's relevant work experience, skills, certifications, and geographic location.

Canvas is an Equal Opportunity Employer

Canvas is an equal opportunity employer and a VEVRAA federal contractor who affords equal employment opportunity to protected veterans and people with disabilities.

Canvas has equal employment opportunities that are based upon a candidate's qualifications and capabilities to perform the essential functions of a particular job and are free from discrimination based on race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, protected veteran status, genetic information, or any other characteristic protected by law. For our complete EEO/AA and Pay Transparency statement, please visit our Careers page. U.S. citizenship is required for most positions.

Canvas is committed to expanding access to employment for people with disabilities and disabled veterans. If you are a qualified individual with a disability or a disabled veteran, and your disability prevents you from applying, please advise what reasonable accommodation Canvas can provide to assist you in applying for one of our open positions. You may contact us by sending an email to talent@canvas-inc.com.

Reasonable accommodations are considered on a case-by-case basis. Please note that only those inquiries concerning a request for reasonable accommodation for applying for a specific posted position will be responded to. Requests will be kept confidential and shared strictly on a need-to-know basis. Please be aware, scammers may try to impersonate our company by reaching out regarding job opportunities. We will never ask you for bank account information, checks, or other sensitive information as part of our hiring process. If you're unsure, please email talent@canvas-inc.com with questions.

For further information on Canvas including more information on employee benefits and our company culture, visit our website.