Executive Admin Specialist — Logistics & Operations

AMERICAN SYSTEMS; Middletown (RI); On-site; USD 25,000 - 40,000; Full time

Job summary

AMERICAN SYSTEMS is seeking an Administrative Assistant to support operational, logistical, and executive functions in a fast-paced environment. You will draft and route executive documents, manage calendars, and oversee materiel records with vendors, including shipping logistics for mission-critical items.

The role requires 4–6+ years of related experience and eligibility for Secret Clearance, with on-site duties in Middletown, RI. Proficiency in MS Office is essential.

Qualifications

• Eligible for Secret Clearance.
• 4 to 6+ years of related administrative experience.
• High School Diploma or GED.
• Experience supporting finance, purchasing, HR, logistics, or technical/project teams.
• Ability to draft, edit, and route executive documents.
• Experience maintaining calendars and scheduling meetings.
• Strong data analysis and reporting skills.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Direct the drafting, editing, and routing of executive correspondence and SOPs.
• Maintain calendars and staff leave schedules to support operations.
• Audit incoming/outgoing materiel records for accuracy.
• Track action items and provide periodic status updates to leadership.
• Coordinate domestic and international freight handling and logistics.
• Transport mission-critical materiel following courier protocols.
• Provide on-site office presence and support day-to-day operations.
• Support finance, purchasing, HR, or project teams as needed.
• Review drafts for grammar and policy adherence; respond to inquiries.

Skills

Communication

Organizational skills

Independent work

Attention to detail

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

AMERICAN SYSTEMS is seeking an Administrative Assistant to support operational, logistical, and executive functions in a fast-paced environment. You will draft and route executive documents, manage calendars, and oversee materiel records with vendors, including shipping logistics for mission-critical items.

The role requires 4–6+ years of related experience and eligibility for Secret Clearance, with on-site duties in Middletown, RI. Proficiency in MS Office is essential.