• Vienna, VA, USA
  • Required Clearance - None
  • USN
  • Administrative/Clerical

Job title: Administrative Assistant/Assistant Office Manager

Location: To be determined

FLSA status: Full Time, Exempt

Clearance level: Able to obtain


Summary of essential job functions:

The Administrative Assistant/Assistant Office Manager role is vital to handling office operations, coordinate with corporate administrative departments, and serve as a link to our international project sites to ensure smooth operations, timely dissemination of information, and ongoing support. Michael Baker Global Services is looking for a passionate, self-motivated experienced individual who brings an eagerness to learn, grow and contribute to the success of our international projects.

 The position is contingent upon contract award

Roles and responsibilities:

  • Design, implement, and maintain filing systems
  • Establish and monitor procedures for record keeping
  • Ensure security, integrity and confidentiality of data
  • Maintain local copies of project-related files.
  • Partner with human resources to update and maintain office policies as necessary
  • Assist in the HR onboarding process for new hires
  • Liaise with travel department to arrange international flight, lodging, and related arrangements
  • Coordinate with IT department on all office equipment
  • Manage contract and price negotiations with office vendors, service providers and office lease
  • Manage office budget, ensure accurate and timely reporting
  • Provide general support to visitors
  • Coordinate with corporate HR departments to answer employee specific questions regarding their Benefits and Payroll information
  • Serve as an HR office liaison for general human resources questions
  • Plan in-house or off-site activities, like corporate visits, conferences, office celebrations
  • Prepare monthly management reports
  • Coordinate schedules, appointments and bookings
  • Serve as the point person for:
    • Maintenance
    • Documentation
    • Supplies
    • Office equipment
    • Bills
    • Errands
  • Monitor and maintain office supply inventory
  • Provides clerical support to project site staff and others within the international operations department.
  • Coordinate with corporate Accounting and Procurement Departments as applicable.
  • Process incoming invoice payments in compliance with financial policies and procedures.
  • Perform day to day financial transactions, including verifying, classifying, computing, posting and recording accounts receivables' data.
  • Must be able to obtain a security clearance and pass background / drug testing as a condition of employment

The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Desired knowledge, skills and abilities:

  • Independence - Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
  • Attention to Detail - Job requires being careful about detail and thorough in completing work tasks.
  • Innovation - Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.
  • Persistence - Job requires persistence in the face of obstacles.
  • Cooperation - Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
  • Concern for Others - Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
  • Self-Control - Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
  • Achievement/Effort - Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.


Minimum qualifications and education requirements:

  • Minimum high school diploma/GED
  • 5 years of proven office management, administrative or assistant experience; construction or international exposure a significant advantage
  • Knowledge of office management responsibilities, systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • Knowledge of accounting, data and administrative management practices and procedures
  • Knowledge of clerical practices and procedures
  • Knowledge of human resources management practices and procedures
  • Knowledge of business and management principles
  • Computer skills and working knowledge of video conferencing equipment and practices
  • Employment is contingent upon suitability, the ability to achieve and maintain a security clearance and pass background/drug screening
  • Has the ability to obtain a Security Clearance


Sallyport is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration without regard to race, color, sex, national origin, age, protected veteran status, or disability status.


About us:

Sallyport is a global provider of a full spectrum of security and mission support solutions tailored to enable global security and stability operations.  With over 2,500 employees, Sallyport offers a comprehensive range of global protective, security and mission support solutions to US Government, foreign allied governments, and a wide range of private and commercial clients. 

Sallyport's mission is to consistently deliver high quality services with full integrity and focus on performance excellence to every client on every mission.


Know your Customer | Know your People | Know your Business | Know your Math | No Complacency

"Failure is not an option."


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