Mid-Level Administrative Assistant

FREQUENTIS Deutschland GmbH; Columbia, Northern (MD, KY); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health Insurance

Dental & Vision

401(k) Plan

Life Insurance

Disability Insurance

Employee Assistance Program

Paid Holidays

PTO & Sick Leave

Team Building

Job summary

Frequentis USA Inc. is seeking an experienced Administrative Assistant to support multiple executives and leaders. You will manage calendars across time zones, coordinate complex travel, and prepare agendas, briefings, and reports.

You will also handle event logistics, confidential records, and cross‑functional coordination to advance operational initiatives. The role requires strong organizational and communication skills, 3–5 years of admin experience, and proficiency with Microsoft Office

Qualifications

• Advanced organizational, planning, and prioritization skills.
• Strong verbal and written communication abilities.
• Advanced Microsoft Office 365 proficiency.
• Ability to work independently with minimal supervision.
• Strong problem-solving and customer service skills.
• Sound judgment and confidentiality.
• 3-5 years of administrative support experience in a professional environment.
• Experience supporting managers, directors, or executive leaders preferred.
• Experience coordinating complex calendars and schedules.
• Experience planning meetings, events, and travel logistics.

Responsibilities

• Provide administrative support to multiple executives and department leaders.
• Manage calendars, appointments, and scheduling across multiple time zones.
• Coordinate domestic and international travel arrangements.
• Process expense reports and administrative documentation.
• Prepare agendas, briefing materials, presentations, and reports.
• Coordinate leadership meetings, customer visits, and executive briefings.
• Manage event logistics, catering, and conference room scheduling.
• Maintain confidential records and support operational initiatives.

Skills

Organizational skills

Communication skills

Problem solving

Customer service

Independent work

Confidentiality

Calendar management

Event planning

Travel logistics

Executive support

Tools

Microsoft Office 365

Job description

Maryland, Columbia FREQUENTIS USA, Inc. From now on

Frequentis USA Inc. is dedicated to creating a safer world. With over 75 years of experience, Frequentis understands controllers in safety critical situations encounter new challenges daily. Our mission is to develop and market highly reliable, optimized, custom-tailored, and user centric communication and information systems for mission critical solutions. As an industry leader in voice communication data information systems, we create a safer world through integration, digitalization, and automation while maintaining world class safety standards. We proudly serve many U.S. government agencies including the FAA, DoD, and NASA. Safety as our number one priority pushes us to constantly learn about the ever-changing needs in safety critical environments to deliver innovative solutions.

Key Tasks

• Provide administrative support to multiple executives and department leaders.
• Manage calendars, appointments, and scheduling across multiple time zones.
• Coordinate domestic and international travel arrangements.
• Process expense reports and administrative documentation.
• Prepare agendas, briefing materials, presentations, and reports.
• Coordinate leadership meetings, customer visits, and executive briefings.
• Manage event logistics, catering, and conference room scheduling.
• Maintain confidential records and support operational initiatives.

Key Qualifications

• Advanced organizational, planning, and prioritization skills.
• Strong verbal and written communication abilities.
• Advanced Microsoft Office 365 proficiency.
• Ability to work independently with minimal supervision.
• Strong problem-solving and customer service skills.
• Sound judgment and confidentiality.
• 3-5 years of administrative support experience in a professional environment.
• Experience supporting managers, directors, or executive leaders preferred.
• Experience coordinating complex calendars and schedules.
• Experience planning meetings, events, and travel logistics.

Our Values

Frequentis USA is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

Around 2,100 employees are committed to creating a safer world with their innovative strength and technology orientation. Our culture is based on a working environment characterized by fairness and trust, mutual respect and appreciation. As an international company, we value this diversity and recruit regardless of age, gender, origin, ethnicity, sexual orientation or religion. We value fair and good working conditions, an optimum work-life-balance and offer all our employees equal development opportunities. In doing so, we focus on long-term working relationships in order to keep the valuable know-how of our employees stable.

Benefits

We are committed to supporting our mission through the following employee benefits:

• Medical, Dental, and Vision Insurance
• Health Savings Accounts
• Competitive 401(k) Plan with company match and immediate vesting
• Employee Life Insurance & AD&D
• Company-paid Short-Term and Long-Term Disability Insurance
• Employee Assistance Program
• Generous holidays, including a full week off from December 25 to January 1
• PTO that scales with tenure and sick leave
• Company-sponsored team-building activities to boost morale and productivity.

I strive to provide the best candidate experience to each individual I speak with. I have 5+ years of full cycle recruiting/talent acquisition experience. I enjoy working with people, solving problems, and seeing results.