Administrative Assistant – HSV (IRES000087

Position Overview

We are seeking an organized and detail-oriented Administrative Assistant to support leadership and program operations for the Missile Defense Agency (MDA) under the Integrated Research and Development for Enterprise Solutions (IRES) contract. This role provides administrative, scheduling, travel, and organizational support to directors, program managers, and leadership teams.

Key Responsibilities

• Manage executive calendars and coordinate high-level meetings
• Ensure efficient scheduling and utilization of leadership time
• Provide administrative support to the Program Manager as needed
• Reserve conference rooms and coordinate meeting logistics
• Set up conference rooms and support meeting execution
• Prepare agendas, presentations, correspondence, and reports
• Record meeting minutes and track action items
• Support leadership with decision-making and project execution activities
• Manage employee recognition programs, including SPOT and Quarterly Awards
• Track and maintain accurate records for awards and recognition reporting
• Coordinate business travel arrangements, including:
  • Flights
  • Hotel accommodations
  • Ground transportation
• Prepare and process travel expense reports
• Track unallowable expenses and assist with basic budgeting activities
• Enter, update, and maintain information in organizational databases
• Maintain and update:
  • Organizational charts
  • Email distribution lists
  • Security groups and access permissions
  • SharePoint access records
• Perform additional administrative duties as assigned

Basic Qualifications

• Minimum of 4 years of full-time professional work experience
  • Advanced education may reduce the required years of experience
• Minimum of 2 years of directly related administrative experience
• Strong organizational and time management skills
• Excellent written and verbal communication abilities
• Proficiency with Microsoft Office Suite and common business applications
• Ability to manage multiple priorities in a fast-paced environment
• Strong attention to detail and accuracy