Administrative Assistant

Position/Title: Administrative Assistant

Reports To: Vice President of Human Resources

FLSA: Exempt

Hybrid Position: 4 days in the office, 1-day remote work (subject to change)

Position Summary:

We are seeking a detail-oriented and highly organized Administrative Assistant to support operations within a government contracting environment. The ideal candidate will provide essential administrative and clerical support to ensure compliance with federal regulations, contract requirements, and company policies. This role involves front desk supports, managing traveling, maintaining records, handling sensitive documents, and supporting various departments in a fast-paced, deadline-driven setting.

Key Responsibilities:

• Provide administrative support to executives, managers, and project teams.
• Handle correspondence, including emails, phone calls, and official government communications.
• Order office supplies and oversee inventory management.
• Assist in procurement, invoicing, and expense tracking related to the office.
• Manage and coordinate schedules, appointments, and meeting logistics that include travel arrangements.
• Prepare, review, and maintain government contract-related documentation and reports.
• Assist with compliance tracking, ensuring adherence to government regulations (e.g., FAR, DFARS).
• Maintain organized filing systems for contracts, records, and sensitive documents.
• Support proposal development by formatting documents, compiling data, and ensuring accuracy.
• Maintain security protocols for handling Controlled Unclassified Information (CUI) and other sensitive data.
• Ensure confidentiality and professionalism when handling sensitive or classified information.

Qualifications & Skills:

• High school diploma required; Associate’s or Bachelor’s degree preferred.
• Experience in an administrative role, preferably within a government contracting environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with government contracting procedures, terminology, and compliance (FAR, DFARS, SAM.gov, etc.) will be a plus.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Attention to detail and ability to manage confidential information.
• Ability to work independently and collaborate with cross-functional teams.

Work Environment:

• Office-based role with standard business hours, may require occasional overtime.
• May involve interactions with government agencies, contractors, and subcontractors.

Compensation: $45,000-$55,000

Caelum offers comprehensive fringe benefits including health, dental, and vision insurance, 401(K), holidays, competitive paid leave. Base salary is commensurate with education and experience. A year-end or spot bonus is offered for outstanding performance.

EQUAL OPPORTUNITY EMPLOYER

Caelum is an EOE, offering equal opportunity for any qualified individuals regardless of gender, race, religion, sex orientation, or physical handicap. We appreciate the values, leadership, and unique skills Service members bring to the workforce and will encourage opportunities to hire Guardsmen, Reservists, and Veterans. Military and U.S. veterans are encouraged to apply.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.