Adminstrative Assistant Jobs in Theodore, AL (NOW HIRING)

Koniag Management Solutions, LLC a Koniag Government Services company, is seeking an Executive Administrative Assistant with a Secret security clearance to support KMS and our government customer in Mobile, AL. This position is for a Future New Business Opportunity. We offer competitive compensation and an extraordinary benefits package including health, dental and vision insurance, 401K with company matching, flexible spending accounts, paid holidays, three weeks paid time off, and more.

Koniag Management Solutions, LLC a Koniag Government Services company, is seeking an experienced Executive Administrative Assistant to provide comprehensive day-to-day administrative support for the U.S. Coast Guard's Offshore Patrol Cutter (OPC) Project Residence Office (PRO) in Mobile, AL. This full-time position requires an organized, detail-oriented professional capable of managing correspondence, coordinating meetings and travel, preparing reports and presentations, and supporting senior leadership in a fast-paced government acquisition environment. The ideal candidate will possess exceptional communication skills, proficiency in Microsoft Office applications, and the ability to handle sensitive information with discretion.

Essential Functions, Responsibilities & Duties may include, but are not limited to:

• Develop PowerPoint presentations, emails, documents, white papers, spreadsheets, graphs, and program documentation
• Record detailed meeting notes and action items; distribute to appropriate stakeholders
• Prepare recurring and special reports by researching, assembling, and summarizing material pertaining to OPC PRO functions
• Receive, review, and manage incoming correspondence; establish suspense controls and maintain tracking logs
• Prepare executive and staff level correspondence and non-technical reports ensuring compliance with formatting standards
• Review outgoing correspondence for accuracy, proper format, grammar, and inclusion of necessary background materials
• Screen telephone calls and office visitors; determine priority and route appropriately
• Maintain calendars for assigned personnel; arrange, modify, or decline appointments and invitations
• Coordinate conferences, meetings, and video teleconferences including agenda preparation and logistics
• Perform all travel arrangements using USCG travel system including airfare, lodging, rental cars, and travel documentation
• Maintain detailed itineraries and schedules for official travel and Distinguished Visitor coordination
• Ensure adequate provisions for protocol requirements and maintain Command Official Guest Register
• Support administration, collection, and submission of data calls with rapid turnaround requirements (often 24 hours or less)
• Track decisional memoranda, MSAM documents, agreements (MOUs, MOAs, IAAs), personnel training, evaluations, and awards
• Monitor documents in concurrent clearance and sequential approval processes; follow up to ensure timely action
• Research and recommend communication tools and products for Industry Days, expos, conventions, and media events
• Create draft communication products including literature, trifolds, and handouts for information requests
• Support ceremonial events (keel laying, christening, commissioning) including correspondence, guest lists, and documentation
• Compile statistics and supporting analyses for decision-making processes
• Maintain office records and file documents; organize and update information repositories
• Perform periodic reviews of office procedures and workflow; recommend improvements for efficiency

Education and Experience: Required:

• Bachelor's Degree OR minimum of four (4) additional years of relevant experience in lieu of degree
• Minimum of four (4) years office environment documentation support experience

Clearance Requirement:

• Secret level security clearance

Required Skills and Competencies:

• Proficiency in Microsoft Office software suite including Word, PowerPoint, and Excel
• Exceptional written and oral communication skills with attention to grammar and formatting
• Strong organizational and time management abilities with capability to manage multiple priorities
• Ability to research, collect, develop, and consolidate data for report preparation
• Knowledge of standard processing procedures and formats for government correspondence, presentations, and reports
• Experience with document processing and records management
• Professional demeanor and ability to interact with senior military and civilian personnel
• Discretion in handling sensitive and confidential information
• Strong attention to detail and accuracy
• Ability to work independently and anticipate needs
• Capability to respond to urgent requests with short turnaround times
• Experience with calendar management and meeting coordination
• Ability to maintain composure and professionalism in fast-paced, high-pressure situations

Desired Skills and Competencies:

• Experience supporting Department of Homeland Security, Coast Guard, or Department of Defense operations
• Familiarity with federal government correspondence standards (COMDTINST M5216.4 series)
• Experience with USCG travel systems and Federal Travel Regulations (FTR)
• Knowledge of military protocol and Distinguished Visitor support requirements
• Experience supporting large-scale acquisition programs or project management offices
• Understanding of Major System Acquisition Manual (MSAM) documentation requirements
• Experience with ceremonial event coordination and protocol management
• Certified Administrative Professional (CAP) or similar professional certification
• Experience with SharePoint document management systems
• Knowledge of Department of Homeland Security classification and marking procedures

Our Equal Employment Opportunity Policy The company is an equal opportunity employer. The company shall not discriminate against any employee or applicant because of race, color, religion, creed, ethnicity, sex, sexual orientation, gender or gender identity (except where gender is a bona fide occupational qualification), national origin or ancestry, age, disability, citizenship, military/veteran status, marital status, genetic information or any other characteristic protected by applicable federal, state, or local law. We are committed to equal employment opportunity in all decisions related to employment, promotion, wages, benefits, and all other privileges, terms, and conditions of employment. The company is dedicated to seeking all qualified applicants. If you require an accommodation to navigate or apply for a position on our website, please get in touch with Heaven Wood via e-mail at accommodations@koniag-gs.com or by calling 703-488-9377 to request accommodations.