Rewards Administrative Assistant

The Total Rewards Administrative Assistant provides comprehensive administrative, operational, and project support to the Total Rewards organization, including senior leadership and the Benefits and Compensation teams. This role coordinates communications, calendars, financial processes, meetings and events, vendor activities, and ongoing Total Rewards initiatives while supporting the efficient day-to-day operations of the function.

Provide comprehensive administrative support to the Senior Vice President of Total Rewards, including complex calendar management, meeting coordination, internal communications, presentations, and support for current and future initiatives. Coordinate and manage complex calendars for HR and Total Rewards SVP, VPs, and Directors, ensuring appropriate attendance and alignment across meetings, events, and key priorities. Provide administrative and project coordination support for ongoing and future Total Rewards initiatives across Health & Welfare, Retirement, and Compensation.

Manage internal and external Health & Welfare, Retirement, and QTC benefits communications, coordinating content and distribution to appropriate audiences. Review and distribute incoming Leidos mail and coordinate ad hoc physical mailings on behalf of the Total Rewards team. Manage invoice processing, funding wire transfers, and NPO requests for Corporate Benefits and Compensation, including submitting requests, tracking approvals and payments, and maintaining supporting documentation.

Support Total Rewards travel and expense administration, including expense report preparation, reimbursement submissions, reconciliation, documentation, and audit-related requests. Coordinate logistics for on-site, off-site, virtual, and hybrid meetings and events, including meeting spaces, catering, external visitors, guest speakers, audiovisual requirements, and other logistical needs. Serve as a liaison among vendors, attendees, and executive leadership for Total Rewards conferences, meetings, and events to facilitate effective communication and successful execution.

Coordinate RFP-related activities and events, including scheduling, logistics, timelines, vendor communications, and internal review requirements. Support the implementation and transition of Total Rewards vendors, including maintaining organized documentation, coordinating communications, tracking financial activities, and supporting implementation milestones. Serve as a point of contact for onboarding activities and new-hire inquiries within Total Rewards, helping coordinate a smooth transition and positive onboarding experience for new team members.

Maintain organized office records, supplies, files, and storage systems to improve accessibility, operational efficiency, and long-term record management. Partner with Total Rewards leadership and team members on ad hoc administrative, operational, and project needs to support departmental priorities and business objectives.

High school diploma or equivalent and 5+ years of relevant administrative, executive support, project coordination, or related experience; additional education may be considered in lieu of some experience. Demonstrated experience supporting senior leaders and managing complex calendars, meetings, and competing priorities. Strong proficiency with Microsoft Office applications, including Outlook, PowerPoint, Word, Excel, and Teams. Strong organizational and time-management skills with demonstrated ability to manage multiple priorities and deadlines simultaneously.

Exceptional attention to detail and commitment to accuracy and quality. Strong written and verbal communication skills, including…