Administrative Assistant

A & T Systems, Inc.; Aberdeen, Northern (MD, KY); Hybrid; USD 40,000 - 55,000; Full time

Job summary

A & T Systems, Inc. seeks an Administrative Assistant to provide comprehensive administrative support for site leadership, contract operations, staffing coordination, and HR coordination with corporate offices.

This role ensures smooth workflow, accurate documentation, and timely deliverables across multiple teams. Responsibilities include report preparation, document routing, calendar management, and coordination of onboarding and training activities, while maintaining confidentiality and

Qualifications

• Experience in administrative support roles.
• Strong organizational skills with accuracy and ability to manage multiple priorities.
• Proficiency with Microsoft Office/M365 and common administrative tools.
• Excellent written and verbal communication skills.
• Ability to work independently and maintain confidentiality.
• U.S. citizenship and ability to maintain a Secret Clearance per contract requirements.
• Complete annual DOD/DOW cyber security training.

Responsibilities

• Provide daily administrative support to site leadership and functional teams.
• Prepare, track, and submit reports, summaries, and documentation required for contract operations and Site Manager due-outs.
• Draft, edit, and route correspondence, memos, and administrative documents.
• Manage calendars, coordinate meetings, and support logistics for briefings and site activities.
• Organize and maintain digital and physical filing systems.
• Assist Site Manager with administrative tasks related to operations, workplace coordination, and personnel documentation.
• Assist with onboarding, in processing, and out processing by collecting documentation, updating trackers, and coordinating with corporate HR.
• Maintain administrative personnel files, training documentation, and compliance records.
• Support basic personnel actions such as timesheet verification, leave tracking, and roster updates - administrative coordination only.
• Coordinate employee training schedules, certification tracking, and readiness reporting.
• Serve as a point of contact for routine personnel questions and route employees to corporate HR when needed.
• Support administrative requirements specific to the contract, including documentation, staffing updates, compliance records, and operational reporting.
• Track contract deliverables, deadlines, and administrative obligations to ensure timely completion.
• Ensure administrative actions align with security requirements, corporate policies, and contract standards.
• Assist with recruitment-related administrative tasks such as recruit sourcing, reviewing applicants, verifying qualifications, updating notes, and scheduling interviews.
• Serve as a responsive liaison between site staff and company leadership.
• Provide clear, timely communication to support operations and maintain positive working relationships.

Skills

Organizational skills

Communication

Independent work

Confidentiality

Time management

Tools

Microsoft Office/M365

Job description

The Administrative Assistant provides comprehensive administrative support. This role focuses on daily administrative operations, contract reporting, staffing coordination, and general support to site leadership. Limited personnel assistance is included only as administrative coordination with corporate HR and contract staff. The primary purpose of this position is to maintain smooth workflow, accurate documentation, and timely deliverables.

Key Responsibilities

Administrative Support (Primary Focus)

• Provide daily administrative support to site leadership and functional teams.
• Prepare, track, and submit reports, summaries, and documentation required for contract operations and Site Manager due-outs.
• Draft, edit, and route correspondence, memos, and administrative documents.
• Manage calendars, coordinate meetings, and support logistics for briefings and site activities.
• Organize and maintain digital and physical filing systems.
• Assist Site Manager with administrative tasks related to operations, workplace coordination, and personnel documentation.

Personnel Coordination (Lite HR / Admin Only Support)

• Assist with onboarding, in processing, and out processing by collecting documentation, updating trackers, and coordinating with corporate HR.
• Maintain administrative personnel files, training documentation, and compliance records.
• Support basic personnel actions such as timesheet verification, leave tracking, and roster updates - administrative coordination only.
• Coordinate employee training schedules, certification tracking, and readiness reporting.
• Serve as a point of contact for routine personnel questions and route employees to corporate HR when needed.

Contract & Compliance Support

• Support administrative requirements specific to the contract, including documentation, staffing updates, compliance records, and operational reporting.
• Track contract deliverables, deadlines, and administrative obligations to ensure timely completion.
• Ensure administrative actions align with security requirements, corporate policies, and contract standards.
• Assist with recruitment-related administrative tasks such as recruit sourcing, reviewing applicants, verifying qualifications, updating notes, and scheduling interviews.

Customer Service & Communications

• Serve as a responsive liaison between site staff and company leadership.
• Provide clear, timely communication to support operations and maintain positive working relationships.

Required Qualifications

• Experience in administrative support roles.
• Strong organizational skills with consistent accuracy and ability to manage multiple priorities.
• Proficiency with Microsoft Office/M365 and common administrative tools.
• Excellent written and verbal communication skills.
• Ability to work independently and maintain confidentiality.
• U.S. citizenship and ability to maintain a Secret Clearance per contract requirements.
• Complete annual DOD/DOW cyber security training.

Preferred Qualifications

• Professional, neutral, and objective when assisting staff.
• Supportive and customer-service minded.