Senior Office Administrator

ARA’s Southern Division is seeking a full-time Senior Office Administrator to support a team of approximately 50 engineers, scientists, software developers, and other professionals. This is an on-site position in Vicksburg, Mississippi.

The Senior Office Administrator plays an important role in the day-to-day operations of the Southern Division, providing high-level administrative, proposal, and business support to the Division Manager and division staff. The successful candidate will be highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced professional environment.

What you will do as a senior office administrator:

• Provide high-level administrative and operational support to the Division Manager and division staff, including coordinating priorities, tracking action items, managing calendars and travel, planning meetings and activities, and anticipating upcoming needs.
• Support the preparation, review, and submission of proposals and technical reports, including document formatting, quality control, compliance with submittal requirements, and coordination of required materials.
• Develop the knowledge and expertise necessary to serve as a Trusted Cost Proposal Expert (TCPE), supporting the development and review of cost proposals, budgets, cost projections, and estimates for accuracy, completeness, and compliance with established procedures.
• Maintain proposal records, databases, and other document-management and record-keeping systems to ensure information and associated documents are accurately tracked and maintained.
• Collect, analyze, synthesize, and organize information from multiple sources to prepare and review correspondence, reports, spreadsheets, presentations, briefings, and other business materials for accuracy, consistency, and compliance with company templates and style guidelines.
• Proactively communicate with the Division Manager and division staff regarding priorities, deadlines, required information, potential issues, and follow-up actions to help ensure tasks are completed in a timely manner.
• Research, plan, develop, and support division communications and marketing materials for internal and external audiences, working with technical staff to translate complex information into clear, effective content and selecting appropriate communication methods and formats to support division objectives.
• Exercise sound judgment, initiative, and discretion in managing multiple priorities and resolving routine administrative and operational matters with minimal supervision.
• Perform other administrative and division support activities as needed.

Senior office administrator requirements:

• Bachelor’s degree with a minimum of 5 years of relevant experience, master’s degree with a minimum of 3 years of relevant experience, or an equivalent combination of education and relevant professional experience.
• Experience providing senior-level administrative, program, or business operations support.
• Strong proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat, including the ability to organize and analyze data and prepare professional reports and presentations.
• Exceptional organizational and time-management skills, with the ability to independently prioritize and manage multiple assignments and competing deadlines while maintaining a high level of accuracy and attention to detail.
• Excellent written, verbal, and interpersonal communication skills, with strong proofreading and editing capabilities and the ability to prepare polished, professional business documents.
• Demonstrated initiative, sound judgment, and problem-solving skills, with the ability to work independently with minimal supervision, proactively obtain information, follow up…