Job Overview
We are currently seeking a dedicated and organized Administrative Assistant II to support our team. The Administrative Assistant II plays an essential role in ensuring the efficient functioning of daily operations, both remotely and on-site. This position provides valuable assistance to multiple departments, helping maintain workflow and contributing to a positive, productive work environment. As a key member of our administrative team, the Administrative Assistant II will often be the first point of contact for internal team members and external stakeholders, representing our organization with professionalism and attention to detail. This role is ideal for someone who is proactive, adaptable, and enjoys taking on a variety of tasks to support overall business success.
About Our Company
At Maelstrom Strategies, we are pioneers in the field of investigative consultancy, specializing in uncovering critical insights that drive transformative change for our clients. Our unique approach combines forensic-level investigations with data-driven analyses, leveraging expertise in business management, software engineering, and product management.
Our mission is to empower organizations with the clarity and confidence needed to navigate complex challenges and seize opportunities in today's rapidly evolving business landscape. We pride ourselves on our ability to see what others miss, diving deep into the intricacies of our clients' operations to expose inefficiencies, mitigate risks, and unearth game-changing competitive intelligence.
By joining our team, you'll have the opportunity to work on challenging projects that make a tangible impact on businesses across various industries. We're looking for individuals who share our passion for uncovering the truth, driving efficiency, and helping organizations reach their full potential.
Important Note Regarding This Position: The Administrative Assistant II role we are currently seeking to fill is part of a government contract. As such, the hiring process is contingent upon the successful approval of our bid. We are proactively seeking qualified candidates to ensure we are prepared to staff this important position promptly upon contract award. The final hiring decision and start date will be determined based on the outcome of the bidding process. We appreciate your understanding of this unique aspect of the position and encourage qualified candidates to apply, as this represents an exciting opportunity to contribute to significant government projects.
Responsibilities
- Maintain calendars and set appointments
- Develop issue/action item trackers and track items to completion
- Organize and maintain secure filing system
- Draft, analyze, review, integrate and develop milestones and other documentation in accordance with Government, DOD and Service regulations
- Evaluate issues related to manpower, personnel, training, and curriculum development costs, schedules, and performance
- Provide information to respond to Congressional, DOD, other Government agency, media or industry inquiries, and audits and for Congressional testimony
- Provide support for Integrated Product Teams (IPTs), In Process Reviews (IPRs), Milestone reviews, special advisory boards, off-sites, working groups, etc.
- Analyze and prepare program briefs, reports and correspondence.
- Analyze the management of FMS, International, DEA, Joint and Tri-Service, etc. programs
- Provide program support for reviews, conferences, off sites, briefings and other meetings
- Duplicate, collate, assemble and maintain program materials
- Create/draft and track correspondence, reports, studies, point papers and other documents, and tabular data from drafts, edit for spelling, punctuation, and grammar, as well as ensure formats are in compliance with Department of the Navy standards (Navy Correspondence Manual)
- Track and analyze actions items (taskers) as they are assigned and assist action officers as necessary in preparing responses. Ensure items are prepared in a timely fashion to meet suspense dates
- Administer, prepare, facilitate, and document travel arrangements, schedules, billing, and record keeping by supporting the planning/execution/liquidation of Government sponsored travel
- Assist with administrative tasks associated with onboarding/departure of staff. Develop/maintain program records, databases and other documentation
- Draft MOAs, agreements, and charters
- Prepare entries and input, track and monitor data for inclusion in various information systems, for both commercial and agency-specific systems. Perform data extracts, as necessary, for use in reports, graphics, point papers or for use by analysts and researchers.
- Maintain filing and management systems in accordance with Navy standards
- Ensure that classified information arriving in the office is correctly accounted for and stored in an appropriate location or container
Qualifications
- Education: High School Diploma or equivalent.
- Experience: Minimum of 3 years of experience in office management, clerical support, or related administrative roles.
- Skills:
- Proficiency in office management software (e.g., MS Office Suite).
- Strong organizational skills with the ability to multitask and prioritize tasks effectively.
- Excellent verbal and written communication skills for interfacing with internal and external stakeholders.
- Strong attention to detail, ensuring accuracy in all administrative duties.
- Ability to maintain a professional demeanor and provide high-level customer service.
- Certifications: None required.
Preferred Skills:
- Familiarity with project management tools and techniques.
- Experience with data entry and management, including basic financial record-keeping.
- Ability to adapt to new technologies and software quickly.
- Experience in event planning and coordination.
- Knowledge of basic office procedures and administrative processes.
- Strong problem-solving skills and the ability to work independently.
- Ability to work collaboratively within a team environment.
This is a remote position, allowing you to work from the comfort of your own home, while providing support to our operations. Occasional travel may be required based on project needs and team meetings. The place of performance may include both government site and contractor site in the following locations: Millington, TN, NTC Great Lakes, IL, Atlanta, GA, Boston, MA, Chicago, IL, Cleveland, OH , Columbus, OH, Dallas, TX, Denver, CO, Houston, TX, Jacksonville, FL, Los Angeles, CA, Miami, FL, Detroit, MI, Minneapolis, MN, Nashville, TN, Newport, RI, New Orleans, LA, New York, NY, Norfolk, VA , Pensacola, FL , Philadelphia, PA, Phoenix, AZ, Pittsburgh, PA, Portland, OR, Raleigh, NC, Richmond, VA, San Antonio TX, San Diego, CA, San Francisco, CA, Seattle, WA, Saint Louis, MO, Washington, DC, and Alexandria, VA. Location of work will be specified at the task order level.
Based on the successful outcome of our contract, the anticipated start date for this role is January 2025.
Compensation and Benefits
We are pleased to offer a competitive compensation package for the Administrative Assistant II position:
- Salary Range: $50,000 to $55,000 per year, commensurate with experience and qualifications
- Generous Paid Time Off (PTO) to ensure work-life balance
- Travel Benefits:
- All expenses for required travel will be fully covered
- This includes transportation and accommodation
- Per diem provided for meals and incidental expenses during travel
We are committed to creating a supportive work environment where our employees feel valued and well-compensated for their contributions. Our comprehensive benefits package is designed to support both your professional growth and personal well-being.
Note: Specific details of the benefits package may be discussed further during the interview process.
Application Process
To apply for the Administrative Assistant II position, please submit your resume and a cover letter detailing your qualifications and interest in the role to malika@maelstromstrategies.com. Be sure to highlight relevant experience and skills that make you a strong candidate for this remote position, as well as your ability to travel as needed. The application deadline is October 23nd, so please ensure that all materials are submitted by this date for full consideration. We look forward to reviewing your application!
Maelstrom Strategies LLC is deeply committed to fostering a diverse and inclusive workplace, with a specific emphasis on empowering women of all nationalities and backgrounds. We believe that diverse perspectives are key to driving innovation and success in our investigative consultancy, and we strive to ensure that women, regardless of race, ethnicity, or socioeconomic background, are encouraged to bring their unique experiences to our team.
Our commitment extends to creating an environment where all women, including those with varying gender identities and expressions, are supported, respected, and provided with equal opportunities for growth. We encourage applications from women of all races, ethnicities, religions, ages, abilities, and veteran statuses, as well as those from underrepresented and marginalized groups.
While Maelstrom Strategies LLC remains an equal opportunity employer, we are particularly focused on promoting gender equity and diversity across our organization. We are dedicated to ensuring that women not only have a seat at the table but are empowered to lead, innovate, and shape the future of our company and the industry.
We welcome you to join us in our mission to harness the power of diverse voices and experiences to drive transformative change.
Job Type: Full-time
Pay: $51,000.00 per year
Benefits:
- Flexible schedule
- Paid time off
Schedule:
Experience:
- Customer service: 3 years (Required)
Willingness to travel:
Work Location: Remote
