Administrative & Operations Assistant

Trident Military Systems; Mesa (AZ); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

Life insurance $15,000

Vacation 80 hours/year

Sick leave 40 hours/year

Personal leave 24 hours/year

eleven holidays

401(k) with company match

Job summary

Trident Military Systems, LLC in Mesa, Arizona is seeking an Administrative Assistant to support leadership and program operations on the F-16 Mission Tactics Trainer contract. This hands-on role blends finance, purchasing, project administration, and employee-facing HR support to keep a defense-contractor office running smoothly.

You will manage calendars and travel, prepare reports and presentations, track action items, and handle confidential information.

Qualifications

• HS diploma or equivalent with at least two years of admin support; associate degree preferred.
• Proficient in Outlook, Word, Excel, PowerPoint, Teams, Windows 11, and Acrobat.
• Independently produce professional correspondence, manage calendars, edit presentations, and build basic spreadsheets.
• Excellent written/verbal communication, proofreading, organization, time-management, and customer service.
• Prioritize work, meet deadlines with limited supervision, maintain confidentiality, and exercise sound judgment.
• Strong problem-solving, initiative, and ability to learn new systems quickly.
• Complete required program-protection, security, privacy, and cybersecurity-awareness training.
• Eligible to obtain and maintain a Secret clearance if designated by Government.

Responsibilities

• Manage program calendars, meetings, appointments, visitors, and travel; verify approvals before commitments.
• Prepare, edit, format, and control correspondence, weekly status inputs, reports, and presentations.
• Track action items, deadlines, signatures, approvals, training records, data calls, and deliverables.
• Organize electronic and physical files using approved repositories, including SharePoint when allowed.
• Screen and route calls and email; communicate professionally with employees, Government reps, prime contractors, and vendors.
• Coordinate program meetings and reviews, including agendas, notes, and follow-up docs.
• Assist with expense reports, invoices, purchasing docs, supplies, onboarding, and labor-hour reporting; review timesheets.
• Record actual hours daily using correct project and labor category.
• Protect sensitive information; report suspected security incidents via established channels.
• Serve as on-site, employee-facing HR contact; coordinate onboarding with HRBP on logistics and leave tracking.
• Assist with new-hire onboarding/offboarding and light support to hiring activities.
• Identify opportunities to create checklists or standardized docs for recurring tasks.

Skills

Calendar management

Professional correspondence

Proofreading

Organization

Time-management

Customer-service

Discretion/confidentiality

Security-awareness training

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Windows 11

Adobe Acrobat

Job description

ABOUT THE ROLE

Trident Military Systems, LLC is seeking a detail-oriented Administrative Assistant to support company leadership and program operations on our F-16 Mission Tactics Trainer (MTT) contract in Mesa, Arizona. This is a hands-on, blended role covering finance, purchasing, project administration, and employee-facing HR support, ideal for someone who takes initiative, exercises sound judgment, and enjoys being the person who keeps a defense-contractor office running smoothly.

RESPONSIBILITIES

• Manage program calendars, meetings, appointments, visitors, and travel arrangements; maintain planned-travel information and verify required approvals before commitments are made.
• Prepare, edit, proofread, format, and control correspondence, weekly status inputs, reports, presentations, meeting materials, and other contract records.
• Track action items, deadlines, signatures, approvals, training and certification records, data calls, deliverables, and follow-up activities.
• Organize electronic and physical files using approved repositories, including SharePoint when authorized, in accordance with contract data-management and security requirements.
• Screen and route calls and email; communicate professionally with employees, customers, Government representatives, prime contractors, and vendors.
• Coordinate program meetings and reviews, including agendas, conference-room support, notes, and follow-up documentation.
• Assist with expense reports, invoices, purchasing documentation, office supplies, onboarding, and labor-hour reporting; review employee timesheets for accuracy and coordinate corrections as needed.
• Accurately record actual hours worked each day using the correct project and labor category.
• Protect proprietary, CUI, classified, personnel, financial, export-controlled, and other sensitive information; report suspected security incidents through established channels.
• Serve as the on-site, employee-facing point of contact for routine HR matters, coordinating with the company's fractional HR Business Partner (HRBP) on onboarding logistics, leave tracking, and other HR initiatives.
• Assist with new-hire onboarding and offboarding logistics, and provide light support to hiring activities as directed.
• Identify opportunities to create checklists or standardized documentation for recurring administrative tasks.

QUALIFICATIONS

• High school diploma or equivalent and at least two years of responsible administrative support experience; an associate degree is preferred.
• Demonstrated proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, Windows 11, Adobe Acrobat, and standard office equipment.
• Ability to independently produce professional correspondence, manage calendars, edit presentations, prepare PDFs, and build basic spreadsheets using formulas, sorting, and filtering.
• Excellent written/verbal communication, proofreading, organization, time-management, and customer-service skills.
• Ability to prioritize work, meet deadlines with limited supervision, maintain confidentiality, and exercise sound judgment.
• Strong problem-solving skills, initiative, and the ability to learn new systems and processes quickly.
• Ability to complete required program-protection, security, privacy, and cybersecurity-awareness training.
• Must be eligible to obtain and maintain a Secret clearance if designated by the Government.

PREFERRED QUALIFICATIONS

• Experience supporting senior executives or working for a Government contractor, aerospace, defense, engineering, or technical organization.
• Experience with SharePoint, OneDrive, DocuSign or Adobe Acrobat Sign, Microsoft Planner/Lists/Forms, isolved, QuickBooks, Deltek, Unanet, Concur, or comparable HR, accounting, expense, or task-tracking systems.
• Experience handling controlled, proprietary, export-controlled, or security-sensitive information and using approved generative AI tools under company data-protection rules.

WHY WORK AT TRIDENT

You will be eligible for medical, dental, and vision coverage, plus $15,000 in basic life insurance at no additional cost. Employee-funded benefits include Long-Term Disability, Short-Term Disability, Voluntary Term Life and AD&D Insurance, and Healthcare and Dependent Care FSA benefits. We will provide additional plan information during onboarding.

• Vacation: Full-time employees accrue 80 hours of vacation annually beginning upon hire, accrued each pay period and subject to Company policy.
• Sick Leave: Full-time employees accrue 40 hours of paid sick leave annually, accrued each pay period and subject to Company policy, in accordance with Arizona's Fair Wages and Healthy Families Act.
• Personal Leave: Full-time employees receive 24 hours of personal leave annually, awarded on their work anniversary date.
• Holidays: TMS observes eleven federal holidays each calendar year. You will receive the remaining holidays for the current calendar year based on your start date.
• 401(k) Retirement Plan: TMS offers immediate vesting in the Company's 401(k) plan. TMS matches 100% of employee contributions up to 3% of salary and 50% of contributions above 3% through 5%, for a maximum Company match of 4%.

WORK ENVIRONMENT AND CONDITIONS

This is an office-based, full-time position in Mesa, Arizona, normally requiring 40 hours per week and regular computer use. Additional hours or limited travel may occasionally be required. Employees must comply with company, HII, Government, facility, safety, security, access-control, OPSEC, CUI, and information-protection requirements.

EQUAL OPPORTUNITY EMPLOYER

Trident Military Systems, LLC is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, marital status, or any other status protected by applicable federal, state, or local law. Applicants requiring a reasonable accommodation to participate in the application or interview process may request one by contacting Human Resources.