Office Manager​/Executive Assistant

Office Manager / Executive Assistant

Location:

Pine Bluff, AR

Clearance Requirement:
Ability to obtain a U.S. Secret security clearance

Position Overview

The Office Manager / Executive Assistant will serve as the administrative backbone of the Hanwha Advanced Manufacturing Campus (HAMC) at Pine Bluff Arsenal, providing direct support to the Executive Vice President (EVP), the Senior Director of Programs and Operations, and the HAMC leadership team. This role owns day-to-day office operations and keeps leadership schedules, correspondence, visits, and commitments organized and on track.

Because HAMC operates in a DoD defense manufacturing environment on an Army installation, this position requires disciplined handling of Controlled Unclassified Information and export-controlled data and close coordination with security, export compliance, and installation stakeholders. The Office Manager / Executive Assistant will work across engineering, operations, quality, program management, supply chain, and parent-company counterparts to keep the campus running smoothly as the organization grows.

Key Responsibilities

• Provide executive-level administrative support to the EVP, the Senior Director of Programs and Operations, and HAMC leadership, including calendar management, meeting preparation, correspondence drafting, and tracking action items to closure.
• Plan and support leadership meetings, program reviews, customer and government visits, and parent-company engagements, including agendas, read-ahead materials, minutes, and follow-up tracking.
• Prepare presentations, reports, briefing materials, and correspondence for internal, government, corporate, and community audiences.
• Coordinate domestic and international travel for leadership, including travel to the Republic of Korea, and ensure cleared travelers complete required pre- and post-travel reporting through the Facility Security Officer (FSO).
• Serve as the primary point of contact for HAMC office operations, including facilities coordination, office equipment and supplies, mail and shipping, and vendor service agreements.
• Track correspondence, reporting deadlines, and deliverables associated with campus lease and installation agreements, and maintain an organized record of actions and commitments.
• Coordinate campus visitor management in partnership with the FSO and Pine Bluff Arsenal installation access control, including advance visit requests, badging, escort assignments, and visitor logs.
• Support new-hire onboarding logistics, including workspace setup, IT account requests, installation access processing, and scheduling of required security, export control, and safety training.
• Process purchase requisitions, expense reports, and invoices, and support budget tracking and reconciliation for office and leadership cost centers.
• Maintain filing systems, organizational records, and document retention in accordance with company policy and contract requirements.
• Support community, local government, and regional outreach events, including scheduling, logistics, and follow-up correspondence.
• Maintain strict confidentiality of personnel, business, and program information.

Security, Export Control, and Compliance Responsibilities

• Handle, mark, store, transmit, and destroy Controlled Unclassified Information (CUI) in accordance with 32 CFR Part 2002, DoDI 5200.48, and company procedures, using only systems approved for CUI.
• Comply with the International Traffic in Arms Regulations (ITAR, 22 CFR Parts 120-130) and Export Administration Regulations (EAR, 15 CFR Parts 730-774) in all administrative activities, including screening documents, email, and meeting materials for export-controlled technical data before release to any foreign person, including personnel of affiliated foreign companies.
• Follow the company Technology Control Plan, Electronic Communications Plan, and any Foreign Ownership, Control, or Influence (FOCI) mitigation requirements governing communications, visits, and information sharing with affiliated foreign entities.
• Coordinate foreign national visit requests with the FSO and Export Compliance, confirming required authorizations are in place before any visit to the campus or access to controlled information.
• Follow information system security requirements supporting DFARS  and NIST SP 800-171, including safeguarding covered defense information and promptly reporting suspected cyber incidents or information spills.
• Meet National Industrial Security Program Operating Manual (NISPOM, 32 CFR…