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Position:USASAC Administrative Assistant
Overview: ITC is seeking a detail-oriented Administrative Assistant to provide administrative and secretarial support for the USASAC FMS Enterprise Programmatic Support Services Contract. This role supports day-to-day office operations within a large-scale Security Assistance/Foreign Military Sales (FMS) environment, ensuring the program team, leadership, and stakeholders are supported through efficient scheduling, accurate documentation, and responsive coordination. The Administrative Assistant plays a key role in keeping program operations organized and audit-ready by managing correspondence, maintaining records, and supporting the timely completion of reports and deliverables.
Responsibilities:- Performs a variety of complex and routine administrative and secretarial duties in support of the program team and leadership, exercising sound judgment and discretion.
- Answers, screens, and directs incoming phone calls, takes accurate messages, and responds to or redirects routine inquiries to the appropriate party.
- Serves as a professional point of contact for internal team members, customers, and external stakeholders, delivering courteous and responsive service.
- Organizes and schedules appointments, meetings, and conference calls, proactively managing calendars and resolving scheduling conflicts.
- Coordinates meeting logistics, including room reservations, virtual meeting setup, agendas, materials, and follow-up action items.
- Produces, formats, proofreads, and distributes correspondence, including memos, letters, emails, faxes, and forms, ensuring professional quality and accuracy.
- Assists with the preparation, compilation, and distribution of regularly scheduled and ad hoc reports, presentations, and spreadsheets.
- Maintains organized physical and electronic filing systems, ensuring records are accurate, current, accessible, and retained in accordance with company and contract recordkeeping requirements.
- Maintains and updates contact lists, distribution lists, and internal directories.
- Coordinates and processes incoming and outgoing mail, deliveries, and electronic correspondence.
- Arranges travel, accommodations, and itineraries as needed, and prepares related expense documentation.
- Tracks deadlines and deliverables, following up on outstanding items to help ensure timely completion.
- Provides backup administrative support to other team members during periods of high volume or absence.
- Handles sensitive, confidential, and controlled information with a high degree of discretion, professionalism, and integrity, in accordance with company policy and contract requirements
- Other duties as assigned.
Minimum Qualifications: - A minimum of three (3) years of experience with administrative assistant responsibilities
- High school diploma or equivalent
- Functional knowledge of Microsoft Office and SharePoint, Government travel, and time and attendance reporting systems.
- Active Interim Secret Clearance or above is required at the time of hire.
Why work at ITC Defense:- Employer Supplemented Health Insurance
- Employer Paid Dental and Vision Insurance
- Employer Paid Life and AD&D Insurance
- 3% Biweekly 401(k) Contribution
- Paid Time Off
- Tuition and Certification Reimbursement
- Competitive Salaries with Performance Incentives
- A positive working environment with supportive teammates and leadership
We are an organization of many diverse business opportunities, but each and every one of them centers around our people. ITC Defense Corp. is committed to creating a diverse environment and is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or protected veteran status. U.S. Citizenship is required for most positions. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice. Employment with ITC is at-will. ITC Defense welcomes resume submissions directly from individual job seekers. Unsolicited resumes from employment agencies will not be honored.
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ACCESSIBILITY- Candidates must be able to perform the essential functions of the position satisfactorily and that, if requested, reasonable accommodation may be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. If you are a qualified individual with a disability or a disabled veteran, you have the right to request a reasonable accommodation for purposes of participating in the application/selection process with ITC. Please refer to our website www.itcdefense.com/careers for further information on all our EEO/VEVRAA policies.
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