Administrative Assistant

US Marine Corps; Alaska; On-site; USD 42,000 - 54,000; Full time

Job summary

The US Marine Corps is seeking an Administrative Assistant to support a busy office in Alaska. You will prepare correspondence, manage schedules, handle travel arrangements, and maintain accurate files and databases to support mission requirements.

This role requires attention to detail, discretion with sensitive information, and proficiency with standard office software. You will screen inquiries, coordinate meetings, and ensure timely routing of documents to meet deadlines.

Responsibilities

• Preparing correspondence, reports, and other documents with correct grammar and format.
• Maintaining tickler system.
• Screening and prioritizing correspondence and e-mail for suspense dates and controls.
• Ensuring correspondence is properly routed in a timely manner.
• Scheduling meetings, appointments, and conferences per supervisor instructions.
• Preparing and distributing agendas and taking notes as directed.
• Setting up conference calls and acting as primary contact for bridge calls.
• Maintaining supervisor's calendar and coordinating other schedules to minimize conflicts.
• Providing reminders of scheduled events and arranging attendance when needed.
• Receiving visitors and phone calls and directing them to appropriate staff.
• Assisting supervisor with travel arrangements and travel vouchers.
• Using office automation software to enter, revise, and retrieve data; back up files.
• Maintaining an accurate file system for quick retrieval.

Job description

Administrative Assistant

2026-09-02 US Marine Corps all cities,AK

Description:

Job Duties

Major duties include:

• Preparing correspondence, reports, and other documents, ensuring correct grammar, spelling, capitalization, punctuation, and appropriate format in work prepared by self and others.
• Returning material needing correction to the originator when necessary.
• Maintaining tickler system.
• Screening and prioritizing correspondence, electronic mail, and material prior to distribution for suspense dates, established controls, and following up on responses.
• Ensuring that correspondence is properly routed in a timely manner.
• Ensuring that requirements for handling sensitive and/or classified material are accurately followed, where applicable.
• Scheduling meetings, appointments, and conferences in accordance with instructions from supervisor.
• Preparing and distributing agenda and taking notes when directed.
• Setting up conference calls, staff functions, video conferencing, and functioning as the point of contact for conference calls using the bridge.
• Maintaining supervisor's calendar and verifying schedule of others to minimize conflicts when scheduling meetings or conferences.
• Providing reminders of scheduled events and contacting other personnel to attend meetings in lieu of supervisor, when necessary.
• Receiving visitors and phone calls. Accurately determining nature of request and referring callers or visitors to appropriate staff.
• Personally answering routine questions in a timely and accurate manner and providing accurate information when routine procedural matters are involved.
• Assisting supervisor and staff with travel arrangements and travel vouchers.
• Using a variety of office automation software in support of the organization and mission requirements including but not limited to:
• Completing backup of files and database systems
• Using database or spreadsheet software to accurately enter, revise, sort or calculate, and retrieve data for standard reports.
• Using graphics software to provide briefs, charts, and graphs for viewgraphs or paper presentations.
• May be assigned to enter or report time and attendance data for non-appropriated fund or appropriated fund employees.
• Maintaining an accurate file system of online and hard copy documents to enable quick and efficient retrieval of information.

This is not an exhaustive list of duties.