Top Secret Cleared Administrative Assistant

Job description

Are you looking for your next challenge? Are you ready to work with a performance-based small company? At Zantech, we are a dynamic Woman Owned Small Business focused on providing complex, mission-focused solutions with a proven track record of outstanding customer performance and high employee satisfaction. We would love to talk with you regarding the next step in your career. Come join our team! Zantech is looking for a talented Administrative Assistant to contribute to the success of our upcoming Service Delivery & Resource Allocation Management Support project for an onsite role based out of Arlington, VA. The Administrative Assistant will play a crucial role in supporting the following: 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 The Administrative Assistant provides high-level administrative support to senior leadership and manages the organizational infrastructure that keeps the office running. This individual must have experience supporting GS-15 or equivalent senior personnel and is responsible for calendar management, visitor and security coordination, event logistics, document management, and badge/access tracking. With 6+ years of technical documentation experience, this is not a typical administrative role — it demands professionalism, attention to detail, and the ability to manage complex multi-party logistics in a classified environment. Designated Impact: The Administrative Assistant directly enables senior government leadership to focus on mission by ensuring seamless daily operations, zero security incidents related to visitor management, and accurate access management from Day 1 for all new personnel.. Responsibilities include, but will not be limited to: 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 or Knowledge of the following technologies/functions: 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 (will collaborate with Travel Specialist III) 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/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 and Active US Top Secret (TS); must be eligible for SCI access “ Outstanding Performance…Always!” Our corporate motto represents our commitment to build long-term relationships with both our clients and our employees by providing the highest quality service in everything we do. We strive for excellence for our clients and for each other. We embrace the opportunity to hire individuals with new talents and fresh perspectives. Zantech offers competitive compensation, strong benefits, and a vacation package, as well as a fast-paced and exciting work environment. Come join our team!