Executive Administrative Specialist – Secret Clearance, On-Site

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

Benefits offered by this job

Healthcare benefits

Paid leave

Retirement plans

Education and training assistance

Job summary

AMERICAN SYSTEMS is seeking an Administrative Assistant to support executive operations, logistics, and administrative tasks in a fast-paced environment. The role requires managing calendars, drafting communications, and coordinating shipping and materiel accountability.

The candidate will work on-site, engage with multiple functional areas, and ensure timely administrative follow-through while assisting junior staff as needed.

Qualifications

• Eligible for Secret Clearance.
• High School Diploma or GED required.
• 4 to 6+ years of related administrative experience, depending on level.
• Experience supporting functional areas such as finance, purchasing, human resources, logistics, or technical/project teams.
• Ability to draft, edit, proofread, and route executive correspondence, policy memoranda, standard operating procedures, and other administrative documentation.
• Experience maintaining calendars, scheduling meetings and conferences, and tracking staff leave and event schedules.
• Ability to gather, compile, review, analyze, and report on data from multiple sources.
• Experience tracking action items, maintaining status updates, and supporting leadership with timely administrative follow-through.
• Knowledge of office operations, administrative procedures, and records management practices.
• Experience coordinating shipping logistics, freight handling, packaging, and materiel accountability is preferred.
• Ability to handle sensitive and mission-critical materials in accordance with established procedures.
• Strong verbal and written communication skills with the ability to interface professionally with internal and external stakeholders.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Direct the drafting, editing, and official routing of executive correspondence, policy memoranda, standard operating procedures, and administrative documentation.
• Maintain calendars comprised of staff leave, project schedules, and key event timelines to support office operations and leadership visibility.
• Oversee the auditing of all incoming and outgoing materiel records across commercial and defense vendors to ensure accountability and accuracy.
• Track and manage post-meeting action items while maintaining periodic status updates for leadership and stakeholders.
• Coordinate domestic CONUS and international OCONUS freight handling, packaging, customs compliance, and shipping logistics for unit equipment.
• Transport both non-sensitive and sensitive mission-critical materiel in accordance with established courier protocols.
• Provide dedicated on-site office presence to facilitate immediate administrative actions, ad hoc meetings, and day-to-day operational support.
• Perform a variety of activities in support of functional areas such as finance, purchasing, human resources, or specific project, business, or technical units.
• Perform normal office functions such as setting up and maintaining files, interviewing callers and making proper referrals, arranging meetings and conferences, and receiving, referring, or answering mail.
• Review drafts and finished documents for appropriate grammatical usage and answer questions relating to office operations and established policies and procedures.
• Gather, compile, record, track, verify, and analyze data and information from multiple sources in support of supervisor and organizational assignments.
• Use software applications to compile and generate reports, statistics, timelines, tables, graphs, correspondence, and presentations.
• Provide data and information to others on functional unit processes and procedures.
• May assist, train, or provide day-to-day coordination to less experienced Administrative Assistants and Clerks.

Skills

Verbal communication

Written communication

Organization

Attention to detail

Independent work

Calendar management

Data reporting

Office administration

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

AMERICAN SYSTEMS is seeking an Administrative Assistant to support executive operations, logistics, and administrative tasks in a fast-paced environment. The role requires managing calendars, drafting communications, and coordinating shipping and materiel accountability.

The candidate will work on-site, engage with multiple functional areas, and ensure timely administrative follow-through while assisting junior staff as needed.