Administrative Manager I (International Travel)

Rivet; San Diego (CA); On-site; USD 75,000 - 77,000; Full time

Benefits offered by this job

Vacation plan

Retirement plan matching

Competitive salaries

Job summary

Rivet is seeking an Administrative Manager I (International Travel) in San Diego, CA to coordinate and support administrative services for the NAVWAR PMW 150 NATO Integrated Link Eleven Office, including conference planning and data processing.

The role requires quarterly international travel, records management, stakeholder liaison, and use of MS Office and event management tools.

Qualifications

• Bachelor's degree in Accounting, Finance, Economics, or Business Administration.
• 3 years of general experience.
• US Citizen with Active US SECRET clearance with eligibility for NATO Secret access.

Responsibilities

• Plan and participate in international events for the NILE Program Office following guidelines and timelines.
• Coordinate event administration including registration, meeting minutes, and agendas.
• Manage broad Program Office services: secretarial, payroll, information processing, records management, and facilities.

Skills

Oral and written communication

Financial planning / budgeting

Project management

Event coordination

Information management

Education

Bachelor's degree in Accounting, Finance, Economics, or BA

Tools

Teams

WebEx

Eventbrite

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Project

Job description

Overview

Job Title: Administrative Manager I (International Travel)

Location: San Diego, CA

Position Summary

Coordinates and supports the administrative services that allow the NAVWAR PMW 150 NATO Integrated Link Eleven (NILE) Program Management Office to operate efficiently – including international conference planning and facilitation, information and data processing, records management, telecommunications, security, supply, and property management – and implements procedures to improve productivity and customer service.

Required international travel to NATO or other countries is typically quarterly at least and subject to evolving requirements:- March - 6-7 days- June - 7-10 days- September - 6-7 days- Dec - 7-10 days

Key Responsibilities

• Plan and participate in international events for the NILE Program Office providing administrative management services following strict execution guidelines, protocols, and timelines.
• Coordinate event administration such as Event Management platform, registration, attendance, meeting minutes, side meetings, agendas, and information distributions.
• Manage broad Program Office services enabling efficient operation: secretarial/reception, administration, payroll, information and data processing, mail, materials scheduling and distribution, printing/reproduction, records management, telecommunications, security, facilities, parking, office property procurement/supply/disposal,
• Maintain and organize the document library, portals, and online repositories; apply proper document serial numbers, foreign-disclosure and distribution markings to material
• Handle information flow and act as a liaison between the Government and internal/external stakeholders, ensuring timely, accurate communication
• Support website/portal management, keeping tools organized, correct, and current

Requirements

Minimum Qualifications

• Bachelor's-level degree in Accounting, Finance, Economics, or Business Administration
• 3 years of general experience
• US Citizen with Active US SECRET clearance with eligibility for NATO Secret access

Required Skills

• High-caliber oral, written, and briefing skills; strong organizational and time-management skills; excellent record management for formal minutes/action/decision items;
• Sound understanding of financial planning, budgeting, and forecasting on international programs;
• Proficiency with virtual event platforms (Teams, WebEx) and specialized event management software (Eventbrite)
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Project, Teams).
• Public relations, marketing, and project management

Preferred Skills

• Public relations, marketing, and project management
• Ability to navigate diplomatic protocols, work with foreign organizations/delegations, coordinate translation/interpreting services.

Benefits

Rivet offers a comprehensive benefits package including a liberal vacation plan, a matching retirement program, and competitive salaries commensurate with skills and experience. For more information about our organization, please visit our web site at www.rivetopsllc.com.

Physical Requirements

Work may involve sitting or standing for extended periods of time. Position may require typing and reading from a computer screen. Must have sufficient mobility, including but not limited to bending, reaching, and kneeling to complete daily duties in a timely and efficient manner. There is a possibility that due to parking availability and location of work, walking moderate to long distance may be required. Possible lifting up to 25 lbs. Please note: Rivet Operations Company LLC reserves the right to change or modify job duties and assignments at any time. The above job description is not all encompassing. Positions, functions, and qualifications may vary depending on business needs. Rivet Operations Company LLC is an equal opportunity employer and does not discriminate against applicants based on race, color, creed, religion, medical condition, legally protected genetic information, national origin, sex (including pregnancy, childbirth or related medical condition), sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status or legally protected characteristics.

Posted Salary Range

USD $75,000.00 - USD $77,000.00 /Yr.