Administrative Assistant

First Division Consulting • Edgewood, MD • 1d ago

First Division Consulting is seeking a highly organized and professional Administrative Assistant to provide senior-level administrative and executive support to the Product Director and Deputy Product Director of JPdM CDMA. The Administrative Assistant will serve as the central coordinator for all front office activities, communications, calendars, meetings, travel coordination, and correspondence for leadership within a dynamic and mission-critical DoD program office.

Key Responsibilities:

Manage day-to-day front office operations, including phone support, visitor escorting, internal communications, and correspondence tracking.

Coordinate executive calendars, schedule internal and external meetings, prepare read-ahead materials, track daily and leave schedules, and ensure leaders are briefed prior to engagements.

Draft, review, format, and route a wide range of documents including memoranda, briefings, meeting minutes, issue papers, and correspondence in compliance with AR 25-50 and other DoD/Army standards.

Organize and facilitate executive-level meetings (classified and unclassified), off-sites, and special events; manage logistics such as VTC setup, agenda development, slide aggregation, and documentation preparation.

Attend and support meetings either in-person or virtually, including classified engagements, ensuring proper protocols and security handling.

Serve as the Defense Travel System (DTS) subject matter expert for the office, coordinating CONUS and OCONUS travel, including orders, vouchers, itineraries, and compliance with JTR and DoD guidance.

Oversee front office supply management-monitor stock levels, coordinate orders through the government cardholder, and maintain an organized supply area.

Track, manage, and route taskers and data calls; maintain electronic and paper filing systems and manage mail distribution.

Submit and track service orders for maintenance and coordinate with IT/help desk support for system and workspace issues.

Maintain and deconflict the calendars and schedules of the Product Director and Deputy PD, coordinating across internal teams and external stakeholders.

Support emergency evacuation procedures and contingency readiness.

Work onsite Tuesday through Thursday, 0800-1630, in Building E2800 per the assigned duty schedule.

Mission Context:

This role supports the operational tempo of a critical defense acquisition office delivering CBRN capabilities to the warfighter. As the front office lead for administrative operations, the Administrative Assistant will ensure effective execution of daily leadership activities and mission-critical engagements across the CBRN Sensors enterprise.

Requirements

Four (4) years of administrative support experience, preferably supporting DoD senior leaders or federal government operations.

Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) with demonstrated ability to prepare professional documentation and reports.

Knowledge of DoD/Army correspondence formats, including AR 25-50, and Modern Language Association (MLA) formatting.

Familiarity with classified document handling, safeguarding, and destruction in compliance with DoD security procedures.

Experience managing executive calendars, coordinating events, preparing briefing materials, and taking meeting minutes.

Knowledge and hands-on experience with DTS travel coordination and the associated DoD travel regulations and procedures.

Must be a US citizen.

Clearance Requirement: Active Secret Clearance.

Preferred Qualifications:

Experience supporting senior leadership within JPEO-CBRND, JPM CBRN Sensors, or another Army acquisition office.

Familiarity with teleconferencing technologies, including VTC/WebEx/Teams setups, and classified/unclassified meeting protocols.

Strong interpersonal, written, and verbal communication skills with a proactive, detail-oriented work ethic.

Ability to manage multiple competing priorities in a fast-paced, high-tempo.

Physical Requirements:

While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.

Specific vision abilities required by this job include close vision requirements due to computer work.

Light to moderate lifting may be required.

Regular, predictable attendance is required.

Work Environment:

The work environment characteristics described here are representative of those a teammate encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits

Medical, dental, vision, life insurance, STD, LTD, holidays, PTO and 401(k) plan with company match.

First Division Consulting is an Equal Opportunity Employer. All employment decisions are based on merit, qualifications, skills, and abilities. All fully qualified applicants will receive equal consideration for employment in accordance with all applicable federal, state, and/or local laws prohibiting discrimination by protected classes.

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