Location: Syosset, NY
Schedule: Monday-Friday 8:00am-5:00pm

The Administrative Assistant performs Administrative duties such as Conducting Research, Preparing Reports, Handling Information Requests, Obtaining Necessary Approvals per Protocols, and Performing Clerical Functions as Required by the Sales Department Team.

Responsibilities:
• Answer and refer telephone calls or other inquires to ensure accurate and timely communications are facilitated.
• Courteously greet visitors and other clients, screen all incoming visitors, determine their needs and direct them to the appropriate person, office, or area.
• Review purchase orders and Government Contracts and prepare them to be entered into order entry system
• Prepare quotes/proposals, packing slips and invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Gets necessary approvals and sends correspondence per protocols.
• File and retrieve corporate documents, records, and reports.
• Prepare responses to correspondence containing routine inquiries.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Schedule appointments for supervisor.
• Responsible for establishing and maintaining official documents and records in appropriate files.
• May be required to take and transcribe dictation.
• May make travel arrangements and reservations.

Requirements:
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel) required.
• Experience working in a defense contracting preferred.

• Familiar with US Government Contract FAR/DFAR preferred.
• Strong time-management skills and an ability to organize, prioritize and coordinate multiple concurrent and competing projects and assessments.
• Experience scheduling and managing multiple calendars and travel coordination.
• Strong interpersonal skills and the ability to build relationships.
• Thorough knowledge of modern office practices and procedures and the use of office machines and equipment
• Excellent written and verbal communication skills. Ability to write routine reports and correspondence.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Possess the knowledge, skills, and abilities to perform the assigned duties, including computer skills.
• Maintain sensitive and confidential information as required by company and government requirements.
• Communicate and interact effectively with peers, supervisors, and public, including maintaining respect for others, and following company policies.
• Have a willingness and ability to learn and utilize company technology for company required purposes, including, for example training, reviewing and signing policies and procedures, benefits enrollment and changes, and more.
• Ability to read, understand, and follow instructions.
• Ability to work in a fast paced environment.
• Ability to maintain knowledge, skills, and abilities as it pertains to your job.
• Ability to obtain Security Clearance, if needed.
• Lifting up to 10 lbs.