Administrative Assistant - Lead
Full-Time | Onsite | Glynco, GA and Alexandria, VA Join a mission-driven team providing comprehensive administrative coordination and operational support within a complex training and program management environment. This role is ideal for a highly organized professional who excels at team oversight, scheduling, records management, and multi-stakeholder coordination. The Administrative Assistant (Lead) serves as a key liaison across program offices, staff, instructors, and management, ensuring seamless operations, accurate reporting, and consistent adherence to organizational procedures. KEY RESPONSIBILITIES:
Leadership & Workforce Coordination
- Lead and coordinate daily activities of administrative staff, including preparing schedules, assigning work, monitoring attendance, and ensuring coverage.
- Manage staff leave requests, communicate schedule changes, and oversee workflow to maintain operational continuity.
- Serve as the contractor’s on-site representative with full authority to address performance or conduct issues.
- Develop, update, and maintain “Job Books” documenting routine administrative processes.
- Train newly assigned personnel to ensure understanding of organizational processes, systems, and support expectations.
- Provide high-level administrative assistance to program offices, including preparing correspondence, reports, briefings, and meeting documentation.
- Edit and proofread all incoming and outgoing documents while maintaining confidentiality, including records involving personally identifiable information (PII).
- Coordinate meetings and events by preparing agendas, meeting minutes, action-item summaries, and ensuring communication among stakeholders.
- Assist with special projects by researching, compiling, and verifying information; preparing supporting materials; and coordinating follow-up actions.
- Support instructors, subject matter experts, and guest personnel with logistics, classroom preparation, materials, and administrative needs.
- Assist with development, review, and revision of policy documents and training materials.
- Schedule classrooms and training spaces across multiple facilities.
- Coordinate shipment of class materials and support logistics for training events and ceremonies.
- Provide guidance to students on completing forms, onboarding requirements, and training-related documentation.
- Verify, audit, and track student data in learning management systems and other internal software.
- Prepare classrooms, manage supplies, and support instructors before and during training sessions.
- Communicate with regional personnel and training program managers to collect student rosters, registration data, and other required reporting information.
- Organize, maintain, and file class records, student files, and administrative documents in accordance with established procedures.
- Maintain electronic files, purchase card documentation folders, and supporting records.
- Track and update statistical data related to program activities, administrative services, and training operations.
- Assist in managing Workman’s Compensation files for students and staff as needed.
- Ensure data accuracy within learning management systems and other program-related platforms.
Education: Bachelor’s degree in related field.
Experience: Minimum of one (1) year of administrative experience performing similar task. OR in lieu of a degree, minimum of five (5) years of administrative experience. SKILLS AND QUALIFICATIONS
- Must be a U.S. citizen and possess a valid REAL ID .
- Proficient in Microsoft Office 365 (Teams, Excel, Word, PowerPoint, and Outlook.)
- Functional proficiency with Adobe Acrobat Pro and Adobe Connect.
- Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously.
- Excellent written and verbal communication skills, including preparing polished correspondence, meeting summaries, and administrative reports.
- Ability to conduct detailed research, analyze data, and compile complex information from multiple sources.
- Skilled in operating standard office equipment (copiers, scanners, fax machines, etc.).
- Ability to work effectively both independently and within cross-functional teams.
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