Administrative & Operations Assistant

ABOUT THE ROLE

Trident Military Systems, LLC is seeking a detail-oriented Administrative Assistant to support company leadership and program operations on our F-16 Mission Tactics Trainer (MTT) contract in Mesa, Arizona. This is a hands-on, blended role covering finance, purchasing, project administration, and employee-facing HR support, ideal for someone who takes initiative, exercises sound judgment, and enjoys being the person who keeps a defense-contractor office running smoothly.

• Manage program calendars, meetings, appointments, visitors, and travel arrangements; maintain planned-travel information and verify required approvals before commitments are made.
• Prepare, edit, proofread, format, and control correspondence, weekly status inputs, reports, presentations, meeting materials, and other contract records.
• Track action items, deadlines, signatures, approvals, training and certification records, data calls, deliverables, and follow-up activities.
• Organize electronic and physical files using approved repositories, including SharePoint when authorized, in accordance with contract data-management and security requirements.
• Screen and route calls and email; communicate professionally with employees, customers, Government representatives, prime contractors, and vendors.
• Coordinate program meetings and reviews, including agendas, conference-room support, notes, and follow-up documentation.
• Assist with expense reports, invoices, purchasing documentation, office supplies, onboarding, and labor-hour reporting; review employee timesheets for accuracy and coordinate corrections as needed.
• Accurately record actual hours worked each day using the correct project and labor category.
• Protect proprietary, CUI, classified, personnel, financial, export-controlled, and other sensitive information; report suspected security incidents through established channels.
• Serve as the on-site, employee-facing point of contact for routine HR matters, coordinating with the company's fractional HR Business Partner (HRBP) on onboarding logistics, leave tracking, and other HR initiatives.
• Assist with new-hire onboarding and offboarding logistics, and provide light support to hiring activities as directed.
• Identify opportunities to create checklists or standardized documentation for recurring administrative tasks.

• High school diploma or equivalent and at least two years of responsible administrative support experience; an associate degree is preferred.
• Demonstrated proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, Windows 11, Adobe Acrobat, and standard office equipment.
• Ability to independently produce professional correspondence, manage calendars, edit presentations, prepare PDFs, and build basic spreadsheets using formulas, sorting, and filtering.
• Excellent written/verbal communication, proofreading, organization, time-management, and customer-service skills.
• Ability to prioritize work, meet deadlines with limited supervision, maintain confidentiality, and exercise sound judgment.
• Strong problem-solving skills, initiative, and the ability to learn new systems and processes quickly.
• Ability to complete required program-protection, security, privacy, and cybersecurity-awareness training.
• Must be eligible to obtain and maintain a Secret clearance if designated by the Government.

• Experience supporting senior executives or working for a Government contractor, aerospace, defense, engineering, or technical organization.
• Experience with SharePoint, One Drive, Docu Sign or Adobe Acrobat Sign, Microsoft Planner/Lists/Forms, isolved, Quick Books, Deltek, Unanet, Concur, or comparable HR, accounting, expense, or task-tracking systems.
• Experience handling controlled,…