Top Secret Cleared Administrative Assistant

Zantech; Arlington (VA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive compensation

Strong benefits

Vacation package

Job summary

Zantech seeks an experienced Administrative Assistant in Arlington, Virginia, to provide high-level administrative support to senior leadership. This role requires expertise in managing calendars, visitor coordination, and event logistics while ensuring smooth office operations.

The ideal candidate has over 6 years of experience supporting senior government personnel, managing visitor access, and event planning. Benefits include competitive compensation and a supportive work environment.

Qualifications

• Minimum 6 years of experience supporting GS-15 or equivalent senior personnel.
• Strong skills in document creation, editing, and management.
• Experience managing visitor access and security protocols.

Responsibilities

• Maintain calendars for senior leadership with high accuracy.
• Manage office administrative functions including IT and security.
• Handle end-to-end logistics for DARPA-sponsored events.

Skills

Calendar management

Document management

Event logistics

Visitor access management

MS Office Suite proficiency

Communication skills

Education

High school diploma or GED

Associate’s or Bachelor’s degree in Business Administration or related field

Tools

Microsoft Office Suite

Defense Travel System (DTS)

Job description

The Administrative Assistant will provide high‑level administrative support to senior leadership and manage the organizational infrastructure that keeps the office running. This role requires experience supporting GS‑15 or equivalent senior personnel, calendar management, visitor and security coordination, event logistics, document management, and badge/access tracking.

Responsibilities

• Maintain Office Director, Deputy Director, and ADPM calendars; manage all communications.
• Manage office administrative functions including IT coordination, security/visitor management, building/systems access, and briefing/meeting support.
• Manage end‑to‑end logistics for DARPA‑sponsored events.
• Fulfill program documentation requests.
• Maintain classified and unclassified file structures; conduct quarterly document reviews.
• Prepare and deliver monthly Contractor Badge Data List.

Detailed Responsibilities

• Maintain calendars for ACO Office Director, Deputy Director, and ADPM; create and accept meeting invitations, coordinate visit requests, and de‑conflict scheduling with 98% accuracy.
• Manage ACO email, phone, and fax communications; return all messages within 4 business hours.
• Maintain IT request tracker; ensure all requests are resolved or escalated within 3 business days.
• Ensure all visitors are escorted per DARPA security policy with zero logged security incidents.
• Manage building and IT system access for all DARPA ACO personnel (Government and SETA); ensure access is active on Day 1 and terminated on the last day for all departures.
• Manage end‑to‑end logistics for all DARPA‑sponsored events including conferences, off‑sites, executive meetings, and technology demonstrations; no more than one major logistical issue per event.
• Fulfill program documentation requests from ACO Government personnel within established deadlines; no more than two revisions per document required due to contractor error.
• Maintain organized file structures on classified and unclassified systems; conduct quarterly retention reviews.
• Prepare and deliver Monthly Contractor Badge Data List including full name, badge number, expiration date, and access levels for all contractor personnel.
• Support preparation of briefing materials and read‑ahead packages as directed.

Required Experience

• Minimum 6 years, including experience supporting GS‑15 level (or equivalent) government personnel.
• Demonstrated experience supporting senior‑level government officials (GS‑15 equivalent or above).
• Experience with Defense Travel System (DTS) for travel authorization and voucher preparation preferred.
• Strong skills in document creation, editing, and management using Microsoft Office Suite.
• Experience managing visitor access and security escort protocols in a classified facility.
• Experience managing large‑scale event logistics (conferences, executive meetings, technology demonstrations).
• Proficiency maintaining organized file structures on both classified and unclassified systems.
• Excellent oral and written communication skills; customer service experience in a public‑facing role.
• 6+ years creating, compiling, and editing computer‑generated technical documentation.

Required Education and Certifications

• Education Required
  • High school diploma or GED
• Education Preferred
  • Associate’s or Bachelor’s degree in Business Administration, Communications, or related field
• Preferred Certifications
  • Microsoft Office Specialist (MOS) certification
  • Event or meeting management certification

Required Security Clearance

• US Citizenship required
• Must possess an active US Top Secret (TS); must be eligible for SCI access

Benefits: competitive compensation, strong benefits, vacation package, and a fast‑paced, exciting work environment.