Administrative Assistant

Administrative Assistant role at A.I.S. Inc.

A.I.S., Inc. (AIS) is a national scientific services firm supporting maritime activities requiring certification of compliance with environmental regulations and collecting data for federal, state, municipal, and other government agencies along the U.S. coastline. AIS is looking for an Administrative Assistant to support the Alaska Fisheries Science Center’s North Pacific Observer Program (NPOP).

The Administrative Assistant will work from the Seattle field office and report to the Program Manager. The successful candidate will support field and management staff working under the NPOP contract for the Alaska Fisheries Science Center and assist with reports and file management for other AIS contracts as needed.

• Track and reconcile observer hotel stays and charges.
• Track and ensure observer certification requirements are up to date (CPR/First Aid, physicals, REAL 's, contact info, and observer certification).
• Track gear inventory in Seattle and Alaska offices; order more gear and repair gear under the direction of the manager; issue gear to observers.
• Contact inactive and active employees about scheduling work deployments according to field effort needs.
• Enroll observers into appropriate training/briefings under the direction of the manager by completing briefing forms and registration packets.
• Create AIS Orientation schedules for observers in training for manager review; send meeting notifications to observers; participate in meetings as requested.
• Facilitate the delivery and replacement of equipment and personal items that might be lost or damaged during deployment.
• Conduct Blakeley House Orientation and Tour for new employees; assist in maintaining property and keeping house stocked with supplies.
• Receive calls in support of ODDS, update the observer tracker, and other relevant work products.
• Forward the field phone as necessary; update Ring Central call rules per the Call Center schedule created by the Manager.
• Completion of daily, weekly, and monthly tasks and reports, including data quality scores for observers that received an NMFS evaluation.
• Provide transportation to observers in Seattle.
• Assist with other reports and tracking as needed.

Hourly rate to be negotiated; full‑time position. AIS benefits package includes health and dental insurance, vacation, sick, and holiday benefits.

• Bachelor’s degree.
• 1‑2 years administrative assistant experience.
• Attention to detail.
• Organizational skills.
• Proficient in Microsoft Suite.

• Bachelor’s degree in a science‑related field.
• 2+ years administrative assistant experience.
• Experience deploying on commercial fishing vessels as an observer.

No travel anticipated.

3216 NE 45th Place, Suite 106, Seattle, WA 98105

If you would like to apply for this opening, please visit our Careers Page to submit the required information:
Resume
Cover letter detailing relevant experience.
3 professional references (name, email address, and phone number)

All documents must be submitted for your application to be considered. If you have any questions, please reach out to our Talent Team or call 774‑770‑5833.

An Equal Opportunity Employer. AIS is committed to recruiting, hiring, training, promoting, transferring, and compensating employees and providing all other conditions of employment, including company‑sponsored events, without regard to race, color, creed, religion, national origin, age, sex, gender identity, genetic information, marital status, etc.

• Entry level

• Full‑time

• Administrative