Executive Front Office Assistant for Military Health Research

Allied Technologies and Consulting, LLC.; California; On-site; USD 40,000 - 60,000; Full time

Job summary

Allied Technologies and Consulting, LLC is hiring a Front Office Assistant II to provide comprehensive administrative support to the Naval Health Research Center in San Diego, California. This position requires 3+ years of administrative experience and proficiency in Microsoft Office Suite.

The successful candidate will manage schedules, assist with high-volume correspondence, and support command administration in a fast-paced military/medical research setting. Candidates must be dependable and able to maintain Government access and complete background checks.

Qualifications

• Minimum of 3 years of administrative experience.
• Experience supporting senior leaders in a military or government setting is preferred.
• Proficient with Microsoft Office Suite and Adobe tools.

Responsibilities

• Provide executive-level administrative support to leadership.
• Process high-volume administrative taskers and requests.
• Manage schedules and coordinate internal and external meetings.

Skills

Administrative support

Communication skills

Microsoft Office Suite

Document management

Education

3+ years administrative experience

Tools

Adobe PDF tools

Job description

JOB DESCRIPTION:Allied Technologies and Consulting (ATC) is currently looking for a Front Office Assistant II to support the Naval Health Research Center (NHRC) Command Suite and Directorate for Administration (DFA) in San Diego, California. NHRC optimizes military operational readiness through research supporting warfighters, veterans, and family health. This position supports comprehensive, non-personal administrative services that keep executive operations, correspondence, records, personnel actions, training, travel, and command administration moving accurately and on time. This position is based at NHRC, 140 Sylvester Road, San Diego, CA 92106, and is expected to be on-site at the Government facility. Telework is not guaranteed and may occur only when authorized by the Government and ATC management.DUTIES AND RESPONSIBILITIES:

• Provide experienced front office and executive-level administrative support to the NHRC Command Suite and DFA.
• Process and prioritize high-volume administrative taskers, requests, correspondence, and leadership actions while maintaining accurate status visibility.
• Review, filter, prioritize, and respond to incoming/outgoing correspondence for command leadership, including email, mail, telephone inquiries, and official communications.
• Prepare and manage briefing materials, summaries, reports, records, forms, upcoming appointment materials, travel documentation, and executive daily/weekly schedules.
• Coordinate internal and external meetings, VIP logistics, room reservations, auditorium/vehicle reservations, IT/facilities trouble tickets, VTC/teleconference support, agendas, and materials.
• Manage calendars, resolve schedule conflicts, prioritize requests, and anticipate leadership needs to support efficient use of senior leaders' time.
• Manage administrative routing packets, official correspondence serialization, review cycles, and signature routing for command documents.
• Support supply and budget-related administration, including inventory tracking, ordering, and coordination with finance/budget personnel as needed.
• Maintain electronic filing systems and support quick retrieval of documents while protecting privacy, sensitive, and official information.
• Support special projects, surge administrative requirements, and frequently changing mission priorities.

EDUCATION, SKILLS AND EXPERIENCE REQUIRED:

• Minimum of 3 years of administrative experience.
• Experience supporting senior leaders, executive front office operations, command administration, military/medical research environments, or Government offices is preferred.
• Proficiency with Microsoft Office Suite, Adobe PDF tools, email/calendar management, document routing, and electronic file management.
• Ability to handle high-volume correspondence and tasks with accuracy, discretion, professionalism, and deadline discipline.
• Strong written and verbal communication skills, including the ability to prepare, review, and edit office correspondence and briefing materials.
• Must be a U.S. Citizen and able to obtain and maintain required Government facility, CAC, and IT/network access.
• Must be able to favorably complete the required background investigation/security process, anticipated to include NACLC/T3 or equivalent when required for non-critical sensitive/IT-II duties.
• Must complete required initial and annual Government/DoD training, which may include Cyber Awareness, OPSEC, HIPAA, Ethics, Antiterrorism Awareness, Active Shooter, Preventing Sexual Harassment, and safeguarding covered defense information.
• Must be able to pass background and drug testing.
• Must be dependable, professional, organized, and comfortable working in a fast-paced military/medical research environment with frequently changing priorities.

THIS IS A FEDERAL CONTRACTEmployment is contingent upon contract award, Government approval/acceptance, successful completion of applicable onboarding requirements, and ATC hiring requirements.About Allied Technologies and ConsultingAllied Technologies and Consulting, LLC is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.Equal Opportunity is the Lawhttps://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf Equal Opportunity is the Law Supplementhttps://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdfPay Transparency Nondiscrimination Provisionhttps://www.dol.gov/ofccp/pdf/pay-transp_unformattedESQA508c.pdf