Administrative Assistant

An administrative assistant will provide high-level administrative and operational support to the Aircraft Operations Center (AOC) Front Office at NOAA Aircraft Operations Center in Lakeland, FL. The incumbent will serve as the primary point of contact for the office, ensuring seamless coordination of schedules and travel for the Commanding Officer (CO) and Deputy Director (DD) while maintaining a professional and welcoming environment.

Salary Range: $14.00 - $16.00/hr

• Manage the primary front office phone line, respond to inquiries with a polite and professional demeanor.
• Serve as first point of contact for visitors, including senior government officials, industry partners, and VIPs.
• Screen and direct communications to the CO and DD, ensuring urgent matters are prioritized appropriately.
• Serve as one of the three travel coordinators using the E2 Solutions software program.
• Initiate, schedule, and track travel authorizations and vouchers for CO, DD and other Front Office staff.
• Ensure all travel arrangements comply with federal travel regulations and agency policies.
• Expertly manage Google Calendars for the Front Office, ensuring all appointments are accurate and up-to-date.
• Strategically coordinate the complex schedules of the CO and DD.
• Proactively identify and resolve scheduling conflicts and ensure the principals are briefed and prepared for daily engagements.
• Act as a polished liaison between the Front Office and external VIPs, ensuring their requirements are seamlessly integrated into the CO and DD’s workflow.
• Facilitate high-priority meetings, including room reservations, attendee coordination, and material preparation.
• Collaborate closely with other administrative assistants to optimize office workflows, share best practices, and provide back-up support as needed.
• Contribute to a harmonious and professional work environment through proactive communication, a positive attitude, and a commitment to team-based problem-solving.
• Coordinate multi-office administrative tasks to ensure consistent operations across the Aircraft Operations Center.

• Strong customer service focus with a friendly, polished, and professional appearance and attitude.
• Demonstrated experience with Google Workspace (Gmail, Calendar, Docs) and specialized federal travel software (specifically E2 Solutions).
• High level of competence in interfacing with executive-level leadership and VIPs and proven ability to work effectively within a team of administrative professionals.
• Discretion, ability to handle sensitive information and high-pressure situations with poise and confidentiality.
• Exceptional organization, attention to detail, and ability to manage multiple shifting priorities in a fast-paced aviation operations environment.

• Calls and visitors handled with a 100% service-first mentality.
• Travel authorizations processed accurately and within required timelines.
• Calendars maintained with zero overlapping conflicts unless specifically authorized.
• Administrative tasks coordinated effectively with the broader team, ensuring no gaps in front office coverage or support.

• Experience with Google applications.
• Experience managing schedules and welcoming guests.
• Experience processing travel vouchers.

ECS Federal LLC is an equal opportunity employer and does not discriminate or allow discrimination on the basis of any characteristic protected by law. All qualified applicants will receive consideration for employment without regard to disability, status as a protected veteran or any other status protected by applicable federal, state, or local jurisdiction law.