Administrative Assistant (Washington Navy Yard-Onsite/Secret Clearance)

Founded in early 2021, Ibility is a Service-Disabled Veteran-Owned Small Business and a Woman-Owned Small Business, headquartered in Gaithersburg, MD. Ibility is a small but mighty company that is positioned for rapid growth. Simply put, we help government leaders to achieve their mission by designing creative products and programs that delight their customers and make their employees more efficient - building trust and improving overall satisfaction. We use human-centered design principles in every engagement because we believe the end-user is critical to the long-term success of any solution. Our team is fun, passionate, bold, and creative. We live our mission every day – to inspire people, create cool stuff, and make a lasting impact on the world!

Job Summary:

The Administrative Assistant shall provide support to the Direction and Deputy Director of the Director’s Action Group at the Naval History and Heritage Command (NHHC) at the Washington Navy Yard in Washington, D.C. The NHHC is responsible for the preservation, analysis, and dissemination of U.S. Naval history and heritage.

This position shall provide supporting across a variety of tasks including administrative support, scheduling and coordination, communication, office management, event and meeting support, financial assistance, and special projects.

Additionally, the Administrative Assistant should be able to play a key role in fostering an organized and efficient office environment. The individual should empower team members by providing thorough research, data collection, and insight analysis for special projects.

Responsibilities:

• Take charge of essential clerical tasks, such as accurate data entry, efficient filing, precise photocopying, and thorough scanning
• Create and polish correspondence, reports, presentations, and other vital documents to ensure clarity and professionalism
• Keep physical and digital filing systems organized and up to date, enhancing productivity and accessibility for the DAG team
• Effectively manage and streamline schedules for the command
• Proactively arrange meetings, appointments, and conference calls, ensuring the necessary rooms are booked, and materials are prepared for success
• Monitor and order office supplies to ensure availability
• Coordinate maintenance and repairs for office equipment as needed
• Play a key role in fostering an organized and efficient office environment
• Create engaging meeting agendas, meticulously record minutes, and promptly distribute follow-up materials
• Take the lead in planning and organizing impactful command events and training sessions that foster growth and collaboration
• Assist in budget preparation and monitoring of expenses
  
  
  

Qualifications:

• Bachelor’s degree or four years of undergraduate level education leading to a Bachelor’s degree or certificate
• At least two years of administrative experience required
• Demonstrated experience drafting, routing, editing and preparing numerous administrative products simultaneously
• Demonstrate strong organizational, prioritization, written and oral communication skills
• Possess and maintain a minimum clearance level of SECRET
• Excellent analytical and problem-solving abilities, with a data-driven approach to decision making
• Exceptional communication and interpersonal skills, with the ability to build relationships with internal and external stakeholders
• Ability to thrive in a fast-paced, dynamic environment and adapt to changing priorities
• Proficient in the following MS Office Applications: Word, Excel, and PowerPoint
  
  
  

Benefits (including but not limited to):

• Health, Dental, and Vision Plans
• STD/LTD/Life Insurance/AD&D
• HSA
• Paid Time Off
• 11 Federal Holidays
• 401k
  
  
  

We are committed to diversity, inclusion, and accessibility. We are an Equal Opportunity Employer in all aspects of employment and do not discriminate for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class.

Founded in early 2021, Ibility is a Service-Disabled Veteran-Owned Small Business and a Woman-Owned Small Business, headquartered in Gaithersburg, MD. Ibility is a small but mighty company that is positioned for rapid growth. Simply put, we help government leaders to achieve their mission by designing creative products and programs that delight their customers and make their employees more efficient - building trust and improving overall satisfaction. We use human-centered design principles in every engagement because we believe the end-user is critical to the long-term success of any solution. Our team is fun, passionate, bold, and creative. We live our mission every day – to inspire people, create cool stuff, and make a lasting impact on the world!

Job Summary:

The Administrative Assistant shall provide support to the Direction and Deputy Director of the Director’s Action Group at the Naval History and Heritage Command (NHHC) at the Washington Navy Yard in Washington, D.C. The NHHC is responsible for the preservation, analysis, and dissemination of U.S. Naval history and heritage.

This position shall provide supporting across a variety of tasks including administrative support, scheduling and coordination, communication, office management, event and meeting support, financial assistance, and special projects.

Additionally, the Administrative Assistant should be able to play a key role in fostering an organized and efficient office environment. The individual should empower team members by providing thorough research, data collection, and insight analysis for special projects.

Responsibilities:

• Take charge of essential clerical tasks, such as accurate data entry, efficient filing, precise photocopying, and thorough scanning
• Create and polish correspondence, reports, presentations, and other vital documents to ensure clarity and professionalism
• Keep physical and digital filing systems organized and up to date, enhancing productivity and accessibility for the DAG team
• Effectively manage and streamline schedules for the command
• Proactively arrange meetings, appointments, and conference calls, ensuring the necessary rooms are booked, and materials are prepared for success
• Monitor and order office supplies to ensure availability
• Coordinate maintenance and repairs for office equipment as needed
• Play a key role in fostering an organized and efficient office environment
• Create engaging meeting agendas, meticulously record minutes, and promptly distribute follow-up materials
• Take the lead in planning and organizing impactful command events and training sessions that foster growth and collaboration
• Assist in budget preparation and monitoring of expenses
  
  
  

Qualifications:

• Bachelor’s degree or four years of undergraduate level education leading to a Bachelor’s degree or certificate
• At least two years of administrative experience required
• Demonstrated experience drafting, routing, editing and preparing numerous administrative products simultaneously
• Demonstrate strong organizational, prioritization, written and oral communication skills
• Possess and maintain a minimum clearance level of SECRET
• Excellent analytical and problem-solving abilities, with a data-driven approach to decision making
• Exceptional communication and interpersonal skills, with the ability to build relationships with internal and external stakeholders
• Ability to thrive in a fast-paced, dynamic environment and adapt to changing priorities
• Proficient in the following MS Office Applications: Word, Excel, and PowerPoint
  
  
  

Benefits (including but not limited to):

• Health, Dental, and Vision Plans
• STD/LTD/Life Insurance/AD&D
• HSA
• Paid Time Off
• 11 Federal Holidays
• 401k
  
  
  

We are committed to diversity, inclusion, and accessibility. We are an Equal Opportunity Employer in all aspects of employment and do not discriminate for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class.