Administrative Assistant

Job Description

Division 2 Administrative Assistant VI

The Biotechnology and Human Systems Division is looking for an enthusiastic, professional, and team-oriented Administrative Assistant to help drive the success of our organization.

 Division 2 Administrative Assistant VI provides flexible, high-quality administrative support across multiple groups and within the Division office. This role is designed to ensure continuity of operations during staff absences, peak workload periods, and special projects. The administrative assistant VI must quickly adapt to different team environments, leadership styles, and administrative needs while maintaining professionalism, discretion, and operational efficiency. This position reports to Division Leadership and may be assigned to groups based on operational needs. Assignments may be short-term (days/weeks) or extended (several months).

Office Coverage

Provide front-line administrative coverage for division or group offices as assigned, responsibilities include:

• Manage calendars, schedule meetings, and coordinate meeting logistics
• Arrange travel, process reimbursements, and submit expense reports
• Process purchase requests and track orders
• Serve as a professional point of contact for internal and external stakeholders
• Assist with onboarding and training of new administrative assistants as assigned
• Handle sensitive information with discretion and confidentiality
• Communicate clearly across varying technical and administrative audiences
• Rapidly onboard and adapt to different group workflows and systems
• Maintain continuity of processes and documentation during transitions

Division Office Support

Serve as backup for the Division Administrative Assistant assisting with office operations including:

• Coordinate complex calendars, anticipate scheduling needs, and manage evolving priorities with confidence and precision
• Coordinate travel, manage sensitive information and security clearances, and contribute to the success of security audits
• Support visitor processing and access coordination
• Assist with division-level events including strategic reviews, seminars, offsite meetings, and workshops
• Serve as space point-of-contact for the Division overseeing office moves, relocations, utilization, and system updates
• Support special projects as assigned (ex. Division Newsletter, Sharepoint site administration, document management)

The hours for this position are generally 8:30am - 5:00pm with an onsite requirement Monday through Thursday. Fridays may be flexible based on demands of the role. 

Requirements

• High School diploma, post high school education preferred
• At least 5 years of directly related administrative experience
• Post high-school education will count toward experience
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and Zoom
• Experience with tools like SAP/SRM, SuccessFactors, and Concur is desired.
• Familiarity with Confluence, Sharepoint Online, generative AI tools (ChatGPT and CoPilot) is a plus
• Ability to work independently, cooperatively, and effectively in a team environment
• Ability to perform administrative tasks in a dynamic environment, managing multiple assignments and prioritizing workflow with minimal supervision
• Excellent written and oral communication skills are essential
• Some familiarity with DoD requirements highly desirable