Administrative Aide – Material Services

We are seeking a talented, energetic, organized, and personable Administrative Aide to support two Managers within Material Services. The ideal candidate is highly motivated, able to manage multiple projects simultaneously, and comfortable collaborating with employees across various teams. Strong administrative skills, excellent communication, and effective calendar management are essential for success in this role.

Key Responsibilities

• Create, format, and issue technical correspondence to internal and external organizations based on team input.
• Prepare PowerPoint presentations, letters, memos, white papers, and other documentation.
• Coordinate department commitments: conference rooms, teleconference lines, interviews, and new‑hire onboarding activities.
• Organize and distribute meeting materials for weekly meetings.
• Manage department managers’ calendars and schedules.
• Handle department facility maintenance requests, IT support needs, and supply ordering.
• Maintain organizational charts, seating assignments, employee databases, and evacuation plans.
• Prepare weekly operations overtime approval requests.
• Provide periodic support for onboarding new personnel.
• Process employee travel and expense reports.
• Collect data and develop effective status reports.
• Demonstrate strong interpersonal and communication skills across all interactions.

Qualifications

Required Qualifications

• 8+ years of professional administrative experience.
• High school diploma or equivalent.
• Ability to type 45+ words per minute.
• Eligibility to obtain and maintain a Department of Defense security clearance.

Preferred Qualifications

• Experience with systems such as Mainframe, Concur, and Cornerstone.

Skills

• Strong typing skills and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Professionalism in working with varying managerial levels.
• Ability to handle confidential information appropriately.
• Excellent interpersonal, organizational, and writing skills.