Administrative Assistant - Lead; Alexandria, VA; Glynco, GA

Overview

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.

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.

Administrative & Operational Support

• 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.

Training Program & Student Support

• 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.

Records & Data Management

• 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 tasks, OR in lieu of a degree, minimum of five (5) years of administrative experience.

• 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.
• 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.

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

To Apply:

Submit your resume electronically. This is a full-time position. Salary will be discussed during the interview process. For additional information, please contact the recruiting team.