Office Manager/ Executive Assistant

Hanwha Defense USA Inc; White Hall (AR); On-site; USD 52,000 - 76,000; Full time

Job summary

Hanwha Defense USA Inc. in White Hall, AR, seeks an Office Manager / Executive Assistant to support the EVP and HAMC leadership, manage calendars, meetings, and travel, and coordinate with security and export compliance. The role spans across engineering, operations, and program management to keep the campus running smoothly.

The ideal candidate will handle sensitive information in a DoD environment, demonstrate strong MS 365 skills, and be a U.S. citizen eligible for a Secret clearance.

Qualifications

• Five+ years of progressive admin/office management experience.
• Experience supporting senior executives at the Director level or above.
• Experience in defense contractor/federal environment preferred.
• Proficient in Microsoft 365 apps including secure environments.
• U.S. citizenship with ability to obtain/maintain a Secret clearance.

Responsibilities

• Provide executive-level admin support to the EVP and HAMC leadership.
• Plan leadership meetings, program reviews, customer/government visits, and engagements.
• Prepare presentations, reports, and correspondence for diverse audiences.
• Coordinate domestic and international travel and ensure required reporting.
• Manage office operations, facilities, supplies, and vendor service agreements.
• Maintain confidentiality of personnel, business, and program information.
• Support onboarding logistics and security training for new hires.
• Track deadlines and deliverables related to leases and installations.

Skills

Executive support

Communication skills

Organizational skills

Discretion/confidentiality

Bilingual awareness

Education

Bachelor's degree in business administration or related field

Master's degree (plus)

Tools

Microsoft 365 / Office 365

Outlook

Word

Excel

PowerPoint

Teams

Project

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Office Manager/ Executive Assistant

White Hall, AR, US

11 days ago Requisition ID: 1215

Job Title: Office Manager / Executive Assistant

Clearance Requirement: Ability to obtain a U.S. Secret security clearance

Position Overview

The Office Manager / Executive Assistant will serve as the administrative backbone of the Hanwha Advanced Manufacturing Campus (HAMC) at Pine Bluff Arsenal, providing direct support to the Executive Vice President (EVP), the Senior Director of Programs and Operations, and the HAMC leadership team. This role owns day-to-day office operations and keeps leadership schedules, correspondence, visits, and commitments organized and on track.

Because HAMC operates in a DoD defense manufacturing environment on an Army installation, this position requires disciplined handling of Controlled Unclassified Information and export-controlled data and close coordination with security, export compliance, and installation stakeholders. The Office Manager / Executive Assistant will work across engineering, operations, quality, program management, supply chain, and parent-company counterparts to keep the campus running smoothly as the organization grows.

Key Responsibilities

• Provide executive-level administrative support to the EVP, the Senior Director of Programs and Operations, and HAMC leadership, including calendar management, meeting preparation, correspondence drafting, and tracking action items to closure.
• Plan and support leadership meetings, program reviews, customer and government visits, and parent-company engagements, including agendas, read-ahead materials, minutes, and follow-up tracking.
• Prepare presentations, reports, briefing materials, and correspondence for internal, government, corporate, and community audiences.
• Coordinate domestic and international travel for leadership, including travel to the Republic of Korea, and ensure cleared travelers complete required pre- and post-travel reporting through the Facility Security Officer (FSO).
• Serve as the primary point of contact for HAMC office operations, including facilities coordination, office equipment and supplies, mail and shipping, and vendor service agreements.
• Track correspondence, reporting deadlines, and deliverables associated with campus lease and installation agreements, and maintain an organized record of actions and commitments.
• Coordinate campus visitor management in partnership with the FSO and Pine Bluff Arsenal installation access control, including advance visit requests, badging, escort assignments, and visitor logs.
• Support new-hire onboarding logistics, including workspace setup, IT account requests, installation access processing, and scheduling of required security, export control, and safety training.
• Process purchase requisitions, expense reports, and invoices, and support budget tracking and reconciliation for office and leadership cost centers.
• Maintain filing systems, organizational records, and document retention in accordance with company policy and contract requirements.
• Support community, local government, and regional outreach events, including scheduling, logistics, and follow-up correspondence.
• Maintain strict confidentiality of personnel, business, and program information.

Security, Export Control, and Compliance Responsibilities

• Handle, mark, store, transmit, and destroy Controlled Unclassified Information (CUI) in accordance with 32 CFR Part 2002, DoDI 5200.48, and company procedures, using only systems approved for CUI.
• Comply with the International Traffic in Arms Regulations (ITAR, 22 CFR Parts 120-130) and Export Administration Regulations (EAR, 15 CFR Parts 730-774) in all administrative activities, including screening documents, email, and meeting materials for export-controlled technical data before release to any foreign person, including personnel of affiliated foreign companies.
• Follow the company Technology Control Plan, Electronic Communications Plan, and any Foreign Ownership, Control, or Influence (FOCI) mitigation requirements governing communications, visits, and information sharing with affiliated foreign entities.
• Coordinate foreign national visit requests with the FSO and Export Compliance, confirming required authorizations are in place before any visit to the campus or access to controlled information.
• Follow information system security requirements supporting DFARS 252.204-7012 and NIST SP 800-171, including safeguarding covered defense information and promptly reporting suspected cyber incidents or information spills.
• Meet National Industrial Security Program Operating Manual (NISPOM, 32 CFR Part 117) obligations for cleared personnel, including reportable information and foreign travel reporting under Security Executive Agent Directive 3 (SEAD 3).
• Observe Pine Bluff Arsenal installation rules and campus safety and explosives safety requirements applicable to office and administrative personnel.
• Complete required initial and annual training in export control, CUI, security awareness, and insider threat.

Qualifications

• Five or more years of progressive administrative or office management experience, including at least two years directly supporting senior executives at the Director level or above.
• Experience in a defense contractor, DoD, or federal environment preferred; experience handling CUI or export-controlled information strongly preferred.
• Working knowledge of ITAR, EAR, CUI handling, and security procedures in a cleared environment, or demonstrated ability to learn and apply them quickly.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, Project), including work within secure or government-community cloud environments.
• Excellent written and verbal communication skills, with the ability to prepare polished correspondence for government, corporate, and community audiences.
• Strong organizational skills, sound judgment, and discretion in managing competing priorities and sensitive information.
• Ability to work effectively in a multicultural, bilingual environment; familiarity with Korean business culture or Korean language proficiency is a plus.
• U.S. citizenship required, with the ability to obtain and maintain a U.S. Secret security clearance.
• Bachelor's degree in business administration or a related field required; master's degree a plus.
• Certified Administrative Professional (CAP) or notary public commission is a plus.

Hanwha Defense USA is committed to pay transparency and equitable compensation practices. The salary range listed for this position represents a good faith estimate of the base pay we reasonably expect to offer for the position at the time of posting. Actual compensation may vary based on relevant skills/experience, education and certifications, market conditions, geographic location and internal pay equity. In addition to base salary, employees may be eligible for discretionary annual bonuses, benefits, and other forms of compensation as part of Hanwha Defense USA's total rewards package.

Hanwha Defense USA is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, national origin, age, sex, gender identity or expression, sexual orientation, disability, veteran status, or any other protected characteristic.