Administrative Assistant

Overview

Administrative Assistant
• Full-Time | Onsite | Glynco, GA and Alexandria, VA

Join a mission-driven team providing administrative, logistical, and records management support within a dynamic training and program operations environment. This role is ideal for an organized professional who excels in documentation support, scheduling, data management, and coordination across multiple teams. The Administrative Assistant supports training programs, staff, instructors, and students by ensuring smooth daily operations and consistent adherence to established procedures.

• Administrative Support
  • Assist in preparing presentation materials, reports, meeting documents, and correspondence.
  • Edit incoming and outgoing documents while maintaining confidentiality and protecting sensitive information.
  • Prepare letters, memos, and form-based correspondence; assemble reports and briefing materials for meetings and presentations.
  • Support the development, revision, and editing of training materials and policy documents.
  • Conduct research, verify information, and compile data for special projects and assignments.
• Training & Student Support
  • Schedule training classrooms and facilities; coordinate logistics for instructors and students.
  • Assist with shipment of class supplies and prepare classrooms, materials, and resources for training programs.
  • Provide support for graduation ceremonies, including facility coordination, guest travel arrangements, and certificate preparation.
  • Guide students through completing online forms and onboarding documentation.
  • Verify and audit student data and forms for completeness and accuracy before routing to appropriate offices.
  • Support instructors, staff, and guest personnel with classroom supplies, clearances, logistics, and administrative needs.
• Operational & Meeting Coordination
  • Assist the lead with coordinating meetings and conferences, preparing agendas, drafting minutes, summarizing discussions, and tracking action items.
  • Communicate updates and follow-ups to ensure managers and stakeholders remain informed.
  • Collaborate effectively with branches and divisions to ensure completion of assigned tasks.
  • Provide support for special projects by gathering information, preparing documents, and coordinating follow-through actions.
• Systems & Data Management
  • Work within learning management systems and other software platforms to track, register, manage, and maintain training-related data.
  • Support ongoing correspondence with regional personnel and training managers to ensure data accuracy.
  • Develop and update status reports and periodic summaries as requested.
  • Retrieve and submit student transcripts, syllabi, and documentation through appropriate systems.
• Records Management
  • Organize, maintain, and file official class and student records in designated training management systems.
  • Maintain division files using a logical and accessible structure for easy document retrieval.
  • Establish and maintain purchase card folders, documentation, and related correspondence.
  • Monitor and track statistical data related to administrative operations and program activities.
  • Perform additional records-related tasks as assigned.

Education: Associate’s degree in related field.

Experience: Minimum of four (4) years of administrative experience performing similar tasks.

• Must be a U.S. citizen and possess a valid REAL .
• Proficient in Microsoft Office 365 (Teams, Excel, Word, PowerPoint, and Outlook).
• Functional proficiency with Adobe Acrobat Pro and Adobe Connect.
• Skilled in operating office equipment (copiers, scanners, fax machines, etc.).
• Ability to research and analyze data, compile information, and prepare materials for leadership review.

Our benefits package includes medical, dental, vision, Long Term Disability, Life Insurance, Short Term Disability, paid time off, paid holidays, flexible spending accounts, health savings account, health advocates, employee assistance program, tuition assistance program, 401k plan, and a work environment that promotes work/life balance.

To apply:

VCI offers a team-oriented work environment and a competitive compensation and employee benefits package. If you have a commitment to excellence and want to join our team of professionals, please submit your resume electronically.