Administrative Coordinator

Advanced Defense Development Corporation; Santa Monica (CA); On-site; USD 24,796 - 34,440; Part time

Benefits offered by this job

Employee assistance program

Job summary

Advanced Defense Development Corporation is seeking an Administrative Coordinator to provide comprehensive administrative and operational support to the company. The ideal candidate will handle tasks related to scheduling, correspondence, and travel, along with managing corporate assets and supporting team collaboration.

This is a part-time position based in Santa Monica, California, where excellent organizational and communication skills are essential. A strong background in administration within sensitive industries is preferred, and candidates must be able to maintain a government security clearance.

Qualifications

• Must have strong organizational skills and the ability to multitask.
• Two years of administrative support experience is required.
• Ability to maintain confidentiality and security clearance.

Responsibilities

• Provide administrative support for the leadership team.
• Manage corporate asset inventory and office supplies.
• Coordinate travel for executives and manage scheduling.

Skills

Organizational skills

Communication skills

Proficient in MS Sharepoint

Detail-oriented

Project management

Education

High School Diploma or GED

Experience in a sensitive industry

Associate degree in office occupations

Tools

MS Word

MS Excel

Adobe

MS PowerPoint

Job description

The ADDC is seeking an Administrative Coordinator to provide administrative and operational support to the company departments and executives. The administrative coordinator performs a variety of advanced administrative duties, including assisting with scheduling, correspondence, travel and events planning, file and database maintenance. The administrative coordinator will also serve as the corporate administrator for a variety of internal processes such as key management, intern onboarding, asset management, and general reception duties such as call handling.

The Administrator must be able to manage and coordinate a variety of departmental activities under limited supervision. Individual is expected to be aware of general business activities and department operations.

This individual is expected to foster a collaborative work environment. It is essential that this person has excellent judgment and discretion when interacting with others and in managing information. Ideal candidate is professional, organized, able to multitask, strong computer skills including Adobe, Microsoft Word, PowerPoint, Sharepoint, and Excel, and has strong communication skills, both written and verbal.

ESSENTIAL JOB FUNCTIONS

• Provide administrative support for the leadership team by providing a myriad of support tasks to successfully meet project goals
• Answer phones, respond to emails, communicate with vendors, and resolve issues
• Manage corporate asset inventory, serving as asset administrator
• Coordinate ordering of office equipment supplies and telework equipment (i.e., office supplies, furniture, computers, tablets, etc.)
• Maintain contact lists for all managers and employees
• Supports College Program, including scheduling interviews and onboarding interns
• Coordinates travel for executives and corporate personnel
• Build and maintain relationships with internal stakeholders
• Uphold and promote the company’s values
• Attend virtual operational meetings as required
• Other duties as assigned

SKILLS AND ABILITIES

• Creative problem-solver, with the ability to think, plan, and execute on multiple projects autonomously and in an organized fashion, balancing the long‑term and urgent needs of the team
• Demonstrated ability to work calmly and collaboratively in fast‑paced and ambiguous environments, maintaining good judgment and the ability to elevate appropriately
• Must be highly organized, flexible, deadline and detail oriented
• Excellent project management and communication skills
• Must be a self‑starter, able to produce with limited supervision in a fast‑paced environment
• Excellent interpersonal skills with the ability to build and maintain relationships both internally and externally
• When business critical issues arise, must be willing to work outside normal business hours
• Excellent writing, organizational, planning, and communication skills
• Ability to work in a deadline driven environment
• High energy, team‑oriented, data‑driven, and results focused
• Must be proficient in MS Sharepoint, MS Word, MS Excel, and MS PowerPoint and Adobe, and able to learn new online systems.

DISCLAIMER

This is a part‑time position as needed with no end date. You will only be compensated for time worked either virtually or in‑office. Year‑end bonus and other benefits are applicable to this position.

This position is part‑time and shall be performed as‑needed by the employee only when scheduled by the company. No minimum amount of hours/compensation is guaranteed. The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Job Types: Part‑time

Salary: $18.00 - $25.00 per hour

• Employee assistance program

Schedule:

Qualifications

MINIMUM REQUIREMENTS

• High School Diploma or GED
• Experience working in a sensitive industry such as defense, government, military, or law enforcement
• Experience booking corporate travel, including luxury hotels, airfare, and chauffer's
• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR
• An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data;
• Candidates will be subject to a comprehensive pre‑employment background investigation which may include a polygraph examination and drug screening.
• Ability to obtain and maintain a US Government security clearance is required
• The ability to safeguard confidential information and materials, while maintaining confidentiality in all aspects of the work environment, is required.

PREFERRED QUALIFICATIONS

• Active US Government security clearance

Additional Information

The ADDC is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

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