Administrative Assistant - Mlt Systems

PLEASE NOTE: This position is contingent upon contract award.

At MLT, we create solutions by empowering our people to fulfill their passion for service. In support of Headquarters, Marine Corps, Programs & Resources, we are seeking an Administrative Assistant Lead with experience in supporting DOD Federal programs; knowledge of policy/principles/organizational protocols.

Directly supports Senior Managers with executive secretarial support services, including the preparation of correspondence, reports, meeting agendas, action items, memos, charts, presentations, tables, graphs, etc. Position requires excellent written/oral communication skills; working knowledge and ability to perform detail-oriented work under strict deadlines are required. Directs the classification, indexing, cataloging, and storage of confidential and critical information from multiple sources. Advises, manages, and mentors personnel assigned to administrative function. Works collaboratively with technical professionals in writing, editing, and publications of various types of documents (e.g., Memorandums, Routing packages, PowerPoint Presentations). Tracks and monitors flow of all documents from inception to distribution of final copies. Identifies and corrects problem areas as they arise. Provides final quality assurance check for all document deliverables. The specific requirements and tasks may include, but are not limited to the following:

• Administrative Assistance Support: Assist day to day administrative functions and operations of the office. Ensure effective communications across all program areas to include: coordinating and submitting the daily muster, submit visitor requests, manage executive calendars, schedule, and provide support during meetings, facilitate teleconferences, assist with IT inventory, troubleshoot various IT issues, maintain office supplies, and deliver burn bags to the drop off facility.
• Calendar Coordinator: Schedule meetings and briefs for Branch Head and Deputy Branch Head with internal staff members and external stakeholders. Ensure shared calendars for phone lines, Teams, and meeting space reservations are properly functioning.
• Document Routing Coordinator: Intake and route to the designated reviewing official information papers, decision memorandums, trip reports and other correspondence packages routed to Senior executives and supporting staff. Manage task inbox for all routed correspondence.
• Facilities Maintenance Personnel Access Facilitator: Facilitate office inspections by the Fire Marshall, Cyber Security, and other facilities maintenance personnel by ensuring they have the access they need and can reach out to the appropriate P&R personnel for questions.
• Official Guest Planner: Coordinate the arrival of official guests for meetings with internal and external stake holders. Maintain a visitor log to ensure accountability of guests at all times.
• Official Task Coordinator: Coordinate the receipt, review, response, and end-to-end tracking of official tasks from the DC P&R and external tasking authorities received via ETMS2, email, MS Teams, or other mediums. Monitor and direct tasks as appropriate.
• Public Communications Coordinator: Operate an intake call desk service to route each call to the appropriate personnel or provide accurate information for basic non-sensitive organizational information.
• Personnel Onboarding and Termination Coordinator: Provide on-boarding and departure support of RFA personnel to include military, civilian and contractor support to include common access card (CAC) issuance and collection, building access/orientation, network/systems access, and other related tasks. Assist with Welcome Aboard package distribution and arrival planning.
• Office Supply Inventory Manager: Assist with the procurement of office supplies and track the inventory of office supplies and equipment. Maintain an accountability log for RFA information technology and other high dollar assets and conduct monthly accountability inspections.

Education/Experience:

A High School diploma with six (6) years of progressive professional administrative experience in performing lead administrative duties. Must have at least a minimum of four (4) years of specialized experience using commercial automated word processing (e.g., Microsoft Business Suite). Position requires ability to obtain and maintain a Security Clearance.

Specific/Preferred Requirements:

• Capable of storing and managing files on SharePoint.
• Excellent communication and time management skills; proven ability to prioritize and meet deadlines.
• Ability to function well in a high-paced environment; performs additional duties as assigned by senior executives.
• Required experience with the following systems: Microsoft Suite; Outlook, Word, Excel, PowerPoint, Adobe Pro, Teams, SharePoint.
• Preferred qualifications include experience with Naval and Marine Corps Correspondence.

Physical Demands:

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 job. While performing the duties of this job, the employee is commonly required to speak, hear, walk, sit, stand and balance; regularly required to use hands and reach with arms. The employee may on occasion lift and/or move objects up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is typical of a normal indoor office setting. The noise level in the work environment is usually quiet to moderate. The employee will be required to properly apply such safety equipment as is appropriate to the work to prevent injury to self or others.

MLT Systems is a Service Disabled Veteran Owned Small Business. We provide Program Management, Engineering, Logistics, and Program Analytical Support Services to a cadre of professional people and organizations that are called upon to deliver state-of-the-art technology services to the men and women protecting our homeland.

At MLT Systems our vision is that we will continually strive to maintain a customer focused reputation noted for an active partnership, anticipating future needs, and providing methodologies and solutions that will allow our Customers to succeed. Our mission is to provide our Customers with a highly skilled professional workforce which brings unparalleled Acquisition, Life Cycle Logistics, and Engineering solutions that result in extraordinary customer service.

Notice to Applicants: If you require a reasonable accommodation to apply for a position with MLT Systems through its on-line applicant system, please contact us at 540.318.6383. MLT Systems is committed to hiring a diverse and talented workforce. We conform to all the laws, statues, and regulations concerning equal employment opportunities and affirmative action. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender national origin, disability status, sexual orientation and gender identity, protected veteran status, or any other characteristic protected by law.