Administrative Assistant

Description

Position Title: Administrative Assistant 

Reports to: Operations Manager

Location: Bethesda, MD

Employment Status: Full-Time

FLSA Status: Non-Exempt 

Position Summary: Aldevra is currently seeking a qualified Administrative Assistant to support the Walter Reed Army Institute of Research (WRAIR) in Bethesda, MD. The ideal candidate will already align with our core values of SOAR (Strong Integrity and Ethics, Outstanding Teamwork, Accountability-Driven and Relentless Pursuit of Quality).

This position is contingent upon contract award.

DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

• Manage assigned equipment and offices.
• Track all correspondence handled in support of assigned tasks in the assigned tracking system.
• Support Military, civilians, and other Contractor personnel during their in and out processing.
• Coordinate visitor parking.
• Provide required paperwork, checklists, and shall assist with training access.
• Assist hand receipt holders with required documentation, property passes, and inventory activities.
• Assist in the creation of government travel authorizations and vouchers.
• Prepare and maintain a monthly report showing mandatory training requirements compliance.
• Provide customer service to internal clients (employees and managers) in person and over the phone.
• Manage conference room schedules for all rooms in specific buildings, facilitating meeting room changes to accommodate use requests and conflicts and recommend alternative rooms when feasible to accommodate all requests.
• Print the daily schedule for each conference room and post outside each conference room door by 0800 each morning. Remove previous day schedule.
• Validate the schedule for all conference rooms prior to Close of Business (COB) each day. Review and validate recurring conference room requests monthly. Remove invalid reservations from schedules.
• Perform weekly physical inspections of each conference room to ensure lighting, A/V equipment, and furniture are working properly.
• Assist the WRAIR Command in meeting all Army, DHA and United States Army Medical Research and Development Command (USAMRDC) requests for operational tasking and tasking support.
• Organize, schedule, and facilitate the WRAIR Command Inspection Program for both the continental United States (CONUS) and OCONUS laboratories. The Contractor shall assist with the Emergency Preparedness Program.
• Assist with processing international deployments, temporary duties (TDYs), military leaves and permissive TDYs.
• Retrieve mail from the mail room, sort, and distribute mail to Command Suite and Special staff.
• All other duties as assigned.

About Us

Aldevra was founded in 2009 by current President & CEO Rodney Marshall, a U.S. Marine Corps veteran and minority entrepreneur. The company began by selling food service equipment to the federal government and later expanded to include medical equipment and professional services, helping to meet a broader range of customer needs. Today, Aldevra is recognized as a top foodservice equipment dealer in the U.S., specializing in federal government sales while also growing its commercial and e-commerce customer base. Its professional services division provides federal agencies with healthcare professionals, construction and facilities managers and technicians, and administrative support. Whether it's equipment or staffing, Aldevra is committed to delivering high-quality products and timely service at the best value.

Recent accolades include:

• Inc. 5000 Fastest-Growing Private Companies in America No. 3359 on the 2024 list
• Foodservice Equipment Reports 2024 Top Dealer 
• VETS Indexes 5-Star Employer for 2024 and 2025 Employer Awards 
• Foodservice Equipment & Supplies magazine 2024 Distribution Giants list 
• Great Expectations Award for Outstanding Growth in 2023 
• Strata GPO Top 10 Dealer
• RATIONAL 2024 Premium Partner Award
• Great Place to Work® 
• 2021,2022,2023,2024, and 2025 Military Friendly® Employer Gold designation
• 2021, 2023, and 2024 HIRE Vets Medallion Award
• ENERGY STAR® Partner
• Department of Defense Military Spouse Employment Partnership Small Business Partner
• Army Partnership for Your Success (PaYS) Partner #911

Learn more about us at aldevra.com.

Requirements

Security Requirements:

• Must be able to obtain a CAC access badge.

This position requires passing an extensive background check.

Qualifications:

• High school diploma or GED required.
• Knowledge of Army, DoD, DHA, and operations regulations required.
• Comprehensive and sufficient knowledge of plans, operations training and security practices and standards applicable to the operations in a R&D (Program 6) biomedical environment to identify and evaluate a variety of operations risks, including those encountered in research laboratories, and to eliminate or control adverse operations related conditions.
• Possess knowledge of security regulations and procedures sufficiently to be able to identify appropriate procedures regarding physical security, document security, and personnel security.
• Knowledge of how to develop individual and unit training plans designed to comply with the associated regulatory requirements.
• Intermediate to advanced skill level in MS Office Outlook, MS Office Word, MS Office Excel, MS Office Power Point, MS Office SharePoint, MS Office Teams, and MS Office OneNote. 
• Experience in reception and clerical support preferred.
• Valid driver's license.
• Excellent verbal communication skills and telephone manner.
• Excellent and accurate written communication.
• Excellent attention to detail; accurate data entry.
• Customer Focused and team-oriented work ethic.
• Able to multi-task efficiently and accurately, focusing on quality.

 Veterans and Military Spouses are encouraged to apply.

We offer you a generous benefits package including:

• Medical, Dental and Vision
• Short Term and Long-Term Disability
• Life Insurance
• Paid Time Off
• Employee 401(k) with company match
• Professional Team Environment

Aldevra is an equal opportunity, E-Verify employer, drug free workplace, and complies with ADA regulations as applicable. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, disability status, protected veteran status, or any other characteristic protected by law.