Administrative Assistant III

Job Description

Description

SAIC is seeking a highly organized and motivated Executive Administrative Assistant to support MACH-TB. This position will play a critical role in providing administrative and logistical support to ensure the smooth execution of hypersonic flight test operations. The individual will be located at the customer site and serve as the central point of communication and coordination for travel arrangements, scheduling, reporting, and mission preparations. This position requires travel to various test ranges and provides an opportunity to support mission-critical national defense programs.

Key Responsibilities:

• Travel Coordination:
• Coordinate travel arrangements for customers, including air travel, lodging, and ground transportation for onsite test events
• Prepare and submit travel expense reports and manage all related documentation to comply with government travel regulations (e.g., Joint Travel Regulations)
• Scheduling and Calendar Management:
• Manage and maintain schedules for the MACH-TB Test Execution Team, including meeting coordination, appointment scheduling, and reminders for executive staff
• Serve as a point of contact for all scheduling needs, ensuring alignment between various stakeholders and organizational priorities
• Document Preparation and Reporting:
• Assist in preparing reports, meeting minutes, and briefing packages to support leadership decision-making
• Manage version control for presentation materials and ensure accuracy in deliverables submitted to leadership and stakeholders
• Maintain organized records of mission plans, correspondence, and other program artifacts in compliance with records management guidelines
• Mission Operational Support:
• Travel as needed (25-30%) to test ranges to provide onsite administrative and logistical support during mission preparations ahead of hypersonic test events
• Support scheduling of on-site activities, coordinate team access, and assist with test event preparations to ensure seamless execution of missions
• Work directly with government and contractor personnel to address operational needs, such as badging, logistics, and event coordination
• Prepare and submit Visit Access Requests (VARs) for government leadership, ensuring timely processing and compliance with security requirements

Qualifications

Basic Qualifications:

• Active Secret Clearance required (or the ability to obtain and maintain a clearance)
• High school diploma or equivalent; post-secondary education or certifications in business administration or a related field preferred
• Minimum of 5 years of administrative experience, with previous experience supporting executives, government program offices, or technical teams
• Proven ability to manage complex schedules, travel arrangements, and coordination activities involving multiple stakeholders
• Strong technical proficiency with MS Office applications, including MS Teams, Word, Excel, PowerPoint, and Outlook
• Exceptional written and verbal communication skills, with the ability to compile, organize, and present information in a clear and professional manner
• Ability to handle multiple tasks effectively, prioritize responsibilities, and maintain attention to detail in high-tempo environments

Preferred Qualifications:

• Experience with Defense Travel System (DTS)

Overview

SAIC accepts applications on an ongoing basis and there is no deadline.

SAIC® is a premier mission integrator focused on advancing the power of technology and innovation to serve and protect our world. Our robust portfolio of offerings across the defense, space, intelligence, and civilian markets includes secure high-end solutions in mission IT, enterprise IT, engineering services, and professional services. We integrate emerging technology, rapidly and securely, into mission critical operations that modernize and enable critical national imperatives.

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