Project Assistant Jobs in Arlington, VA

The Association of American Railroads (AAR), the world's leading railroad policy, research, standard-setting, and technology organization, is focused on enhancing the safety and productivity of the U.S. freight rail industry. Reporting to the SVP, Finance & Administration, and CFO, this administrative role supports the centralized functions of accounting, finance, information systems, and human resources within the Finance & Administration (F&A) division. General responsibilities cover various complex administrative and financial areas crucial to the proper function of the Association. The ideal candidate is proactive, adept at multitasking, keenly detail-oriented, and thrives in a collaborative team setting. PRINCIPAL ACCOUNTABILITIES Divisional Support Support the SVP/CFO in scheduling and maintaining the departmental calendar, coordinating with AAR department liaisons to ensure proper planning and execution of meetings and projects. Assist with tracking other special projects deemed appropriate by the SVP/CFO, to include the collection, assimilation, organization, and reporting of data across various disciplines. Assist with the planning, scheduling and execution of periodic and annual AAR Committee-sponsored meetings and conferences, such as the Railroad Accounting Officers/Internal Audit Division conference and the Railroad Insurance Management Association conference. Assist with planning division and company-wide events such as celebratory lunches, all-staff meetings, holiday parties, and staff socials. Administrative/Finance Duties Provide support to the Assistant Controller in the area of member dues assessments; specifically, this involves preparation and maintenance of files and records for regular and special assessments, including outreach to the members requesting annual information, verification of information received, collection of mid-year data, invoicing member railroads, and annual rate calculation. Prepare and maintain a primary correspondence file for the annual Research Tax Credit notifications to membership. Assist with assembly of annual budget documents, narratives, basic financial reports (with guidance), spreadsheet development and roll forward, updating information and presentations, as necessary. Maintain, organize, and update AAR Internal content via Teams (All Aboard) and SharePoint. Working with the Communications team and other departmental subject matter experts (SMEs), develop a plan to enhance and improve the effectiveness of the AAR's shared internal portal as a reliable means of communication. Facilities Assist with employee onboarding and offboarding by ensuring workspace is properly prepared, including signage, supplies, storage, and furniture needs. Maintain orientation checklist, coordinate and schedule new employee systems training, and provide facility tour for all new employees. Update and maintain SOPs for these procedures. Manage furniture purchases, office moves, furniture repair and disposal, carpet cleaning, and replacement of fixtures and appliances. Assist with inventory of fixed assets. Process facilities and administration-related invoices to ensure timely payments to vendors. Foster excellent space management and operations through timely and effective communication with the building management team. Manage and update the records storage management account with Iron Mountain. Human Resources Assist in implementing administrative procedures required to support the delivery of the AAR's full package of fringe benefits to AAR employees, including medical and dental insurance, disability insurance, life and AD&D insurance, supplemental life and disability insurance, flexible spending accounts and long-term care insurance. Assist in managing AAR group insurance plans, ensuring participant enrollment lists are current and monthly invoices are submitted for payment, including the under-65 retiree medical coverage, determining eligibility, preparation of invoicing information for accounting, and enrollment. Administer the retiree life insurance census, updating eligibility information, processing monthly invoices, and initiating claim forms for payment to the beneficiaries of the plan, including obtaining death certificates and other required information from the beneficiaries and filing the claim with the providerfff. Support the Assistant Vice President, Human Resources/Administration in scheduling and assembling materials for the AAR Pension Board, AAR 401k Committee, and AAR Retiree Life Insurance Trust and other AAR benefit related meetings. Administer the AAR's quarterly medical waiver bonus plan for employees electing to waive insurance coverage. Administer AAR's quarterly reimbursement of expenses for employees participating in wellness-related activities. Assist with the onboarding of new hires. The above description of responsibilities is representative of the position and the knowledge and experience a successful candidate is expected to have when hired. It is not intended to limit or preclude other responsibilities and tasks that may be associated with or added to the position based on the needs and strategic direction of the organization. QUALIFICATIONS Minimum of 3 years of administrative experience. Previous experience supporting administrative functions, including some or preferably all of the following: operations, facilities, finance, accounting, and human resources. Experience reporting to or directly supporting senior leadership (e.g., CFO or COO) highly valued. Demonstrated ability to maintain confidentiality with access to sensitive information, including but not limited to vendor and customer information, personnel reports, financial data, and other related matters. Excellent communication and people skills, with the ability to work independently, liaise on behalf of senior staff with both internal and external stakeholders, take initiative on projects, and problem solve. Strong analytical, organizational, and time management skills, with a proven ability to prioritize and manage multiple tasks simultaneously and effectively. Highly organized and detail oriented. Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Pro, including ability to create and edit mail merge and pdf files. An enthusiastic approach to taking on expanded responsibilities and pursuing continuous learning and professional growth. Salary will be commensurate with experience. About AAR Founded in 1934 and located just a few blocks from the U.S. Capitol and the National Mall, AAR is a top-tier trade association representing major freight and passenger railroads operating in the U.S., Canada, and Mexico. In addition to representing its members on legislative and regulatory policy matters, AAR sets standards for rail cars and rail car components, certifies manufacturing and repair facilities, and audits facilities for compliance. Its research subsidiary, MxV Rail, headquartered in Pueblo, Colorado, is the world's leading railroad research facility, undertaking cutting-edge research for railroads and their suppliers from around the world. AAR's information technology subsidiary, Railinc, located in Cary, North Carolina, provides IT services to the railroad industry. For more information on AAR and its subsidiaries, see ************ AAR is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, sex, sexual orientation, gender identity, national origin, disability or status as a protected veteran.

Our client is seeking a Project Coordinator to join their team! This position is located in McLean, Virginia. Arrange hotel accommodations and manage travel itineraries for staff and stakeholders Schedule and coordinate meetings, ensuring all logistical details are confirmed and communicated Liaise with vendors and service providers to secure quotes, negotiate contracts, and oversee service delivery Prepare, update, and maintain presentation decks to reflect current project timelines and deliverables Coordinate catering services for meetings and events, ensuring dietary requirements and preferences are met Monitor and update project timelines and budgets, ensuring accuracy and alignment with organizational goals Desired Skills/Experience: Proficient in Google Suite such as: Docs, Sheets, Slides, Calendar, etc. Experienced in coordinating logistics for high-stakes, high-visibility programs and events Strong communication skills with a proven ability to collaborate across all levels of an organization Highly organized and detail-oriented, with strong problem-solving skills, both creative and analytical, in fast-paced environments Skilled in calendar management and scheduling Capable of analyzing and synthesizing data to support informed decision-making Benefits: Medical, Dental, & Vision Insurance Plans 401K offered $16.00 - $23.00 (est. hourly rate)

Administrative Assistant As required by our governmental client, this position requires being a US Citizen AND an active TS/SCI clearance. The Administrative Assistant will provide a variety of complex and routine administrative duties to support US Space Force with minimal or no supervision and in compliance with written and oral guidance and policies, execute independent decisions within established guidelines and perform a full range of administrative services and executive assistance support. Compensation & Benefits: Estimated Starting Salary for Administrative Assistant: Pay commensurate with experience. Full time benefits include Medical, Dental, Vision, 401K, and other possible benefits as provided. Benefits are subject to change with or without notice. Administrative Assistant Responsibilities Include: Coordinate executive communications, including taking calls, responding to emails, and interfacing with external organizations Prepare and review internal and external documents Maintain an organized filing system of paper and electronic documents Populate and publish SharePoint updates On-boarding/Off-boarding members- Update rosters/checklists, distributing/collecting applicable documentation, drafting emails, etc. Track and submit office supplies for the front office, to include military awards/accoutrements, patches, coins, etc. Field calls and greet visitors and respond to telephone calls, take messages when appropriate, and direct callers or visitors to requested government staff, plan and coordinate conference and office visits with distinguished visitors Staff & Administer Documents, prepare and develop correspondence, reports, memorandums, presentations, ready- to-send (RTS) emails, and other forms of communication for distribution across the organization Distribute correspondence to all individuals in accordance with approved guidelines and processes, search and retrieve documents from databases and files as requested and provide research to assigned staff as necessary, prepare and coordinate documents for review and distribute electronically as necessary Plan, coordinate, and organize events and all secure facilities (onsite and offsite) prior to event by coordinating with the conference room coordinator or applicable office/agency, submit all presentations in requested format by supported staff within the prescribed time frame. Draft meeting minutes, distribute meeting documents and post meeting minutes, as necessary to participants Review correspondence for signatures from members of assigned staff, the supervisor, or other senior managers for proper format, Review conformance with procedural instructions, grammar, typographical errors, accuracy, and necessary attachments Properly monitor and track correspondence as required in approved databases to ensure that all assigned suspense requirements are met, distribute correspondence to all individuals in accordance with approved guidelines and processes Plan, coordinate, and organize events/meetings (on site and off site) for assigned headquarters organization Responsible for securing facilities, submitting presentations as required by supported staff within the prescribed time frame Secure necessary equipment (projector, computer, etc.) to conduct briefing. Operate equipment (projector, computer, etc.) as required Take attendance at meetings as necessary and draft and distribute meeting minutes as necessary Schedule meetings and appointments/ invite appropriate attendees Maintain and manage calendar of activities, meetings, and events Coordinate with other executive staffs to develop meeting/travel agendas (if applicable) Assist with setting up Video Tele Conferences (VTC), Microsoft Teams Meetings, Webex, Zoom, SharePoint or any other platform utilizing by the Government Coordinate with enterprise entities to codify travel plans for leadership Manage travel itineraries/agendas for leadership Create authorizations for leadership in Defense Travel System (DTS) IAW the Joint Travel Regulations (JTR) Prepare and validate Trip Books for Senior Leaders Travel Manage the directorate's assigned tasking's using the Enterprise task Management Software Solution (ETMS2 aka TMT) and other Tasker emails from external organizations/staffs Review ALL Taskers; assign, close, update, reply to Tasker emails, phones calls as needed to escalate tasks, meet deadlines and coordinate w/Headquarter-level offices Create Taskers for office Maintain assigned files and record systems in accordance to approved guidelines Administrative Assistant Experience, Education, Skills, Abilities requested: Associate degree Minimum of three (3) years' of experience working within the DoD performing the tasks listed Candidates must be US Citizens Candidates must hold an active TS/SCI clearance. Candidates will be subject to a US Federal Government background investigation and must favorably pass a drug screen High familiarity in Defense Travel System (DTS) High familiarity with the Task Management Tool (TMT) Advanced skills in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, SharePoint) Knowledge/skills with MS Teams, Webex, Zoom Ability to identify and resolve challenges at a strategic level, time management, and ability to multi-task Excellent and advanced organizational, interpersonal and judgment skills Excellent and advanced oral and written communication skills Staff experience supporting DoD or Federal Government Headquarters' senior leaders Must pass pre-employment qualifications of Cherokee Federal Location Work location is at the Pentagon, and no telework is available. Company Information: Cherokee Nation Defense Solutions (CNDS) is a part of Cherokee Federal - the division of tribally owned federal contracting companies owned by Cherokee Nation Businesses. As a trusted partner for more than 60 federal clients, Cherokee Federal LLCs are focused on building a brighter future, solving complex challenges, and serving the government's mission with compassion and heart. To learn more about CNDS, visit cherokee-federal.com. Cherokee Federal is a military friendly employer. Veterans and active military transitioning to civilian status are encouraged to apply. Legal Disclaimer: Cherokee Federal is an equal opportunity employer. Please visit cherokee-federal.com/careers for information regarding our Affirmative Action and Equal Opportunity Employer Statement, and Accommodation request. Many of our job openings require access to government buildings or military installations. Candidates must pass pre-employment qualifications of Cherokee Federal.

A large non-profit located in Falls Church, VA is looking for an Administrative Specialist to support their Operations functions. Job Responsibilities: Provide administrative support for day-to-day activities. Communicate the terms of pension benefits, including payment methods and adjustments and the collection of any overpayments. Insure all required information has been received by and from Participants or Beneficiaries to initiate payments. Accurately enter information into database to initiate and maintain payments to Retirees or Beneficiaries. Maintain files of correspondence and other records. Document Management - create documents in appropriate format, process documents for proper execution, track pension application status, scans, duplicate and archive and file documents. Handle daily departmental mail and provide telephone/switchboard relief. Work on various projects as needed. Assist team members and cover for another employee due to absence or increased workload. Perform additional assigned responsibilities required to support Operations. Education, Experience and Skills Required: Qualified candidates will possess a high school diploma or equivalency; Bachelor's degree strongly preferred and a minimum of two years' administrative experience. Proven track record of exceptional performance in providing professional customer service. Able to communicate effectively, both orally and in writing. Strong verbal and interpersonal skills. Able to work independently and within a team environment. Able to handle multiple tasks and prioritize responsibilities while paying special attention to detail. Demonstrates strong analytical and problem-solving skills. Strong mathematical aptitude. Able to use office equipment such as computer terminal, PC, printer, copier, calculator, scanner, fax machine and multi-extension telephone. Familiarity with Microsoft Office software. Highlights/Benefits Include: Fun place to work with excellent opportunity for growth 100% fully paid health-insurance for both single/family, pension Pension fund with large annual employer contribution

A2F Consulting is an international consulting firm, and our teams provide a broad range of advisory services and policy advice in the areas of economic sector development in emerging markets. We work with international development institutions, multi- and bilateral organizations, foundations, as well as governments and corporate clients. We are looking for a Team Assistant (part-time or full-time) to support our HQ-Administration as well as our Business Development Team. The position is based in Rockville, MD (on-site) and offers potential for growth and career development. RESPONSIBILITIES & TASKS General Administrative Support Support senior management with administrative tasks Answer phone calls, receive mail and packages Monitor office and order office supplies Contact suppliers and/or building management for any facility related issues Support with filing, printing, scanning documents Coordinate travel, flight & hotel bookings, visa applications for staff Event planning and organization Other administrative tasks as required Business Development Support Provide support to the Business Development Team Maintain databases and file documents in Sharepoint Support with proofreading reports and proposals Search for business opportunities and tenders Support with preparing and filing agreements for vendors and suppliers QUALIFICATIONS Bachelor's Degree (preferred) Preferably some working experience in an office setting or similar role Ability to work under tight deadlines and with attention to detail Proficient with MS Office Fluency in English, additional language would be a plus Excellent interpersonal and communication skills Proactive team player Candidates must be legally eligible to work in the USA. Please send your application letter with detailed CV, references, and salary expectations to: ***************** Only shortlisted candidates will be contacted.

Are you a driven, ambitious, and intelligent individual looking to kick-start your career in the construction industry? We're looking for a Junior Project Manager specializing in Mechanical HVAC, Piping, and Plumbing construction projects. If you have a construction degree and a passion for working on large-scale commercial/industrial projects, we want to talk to you! At our client, they're not just offering you a job-they're offering an opportunity to grow with them and advance through the company and industry. If you're eager to learn, develop, and make an impact, we will provide you with the support, mentorship, and opportunities you need to succeed. Compensation & Benefits: Salary: $80,000 - $100,000, depending on experience. Full Benefits Package: Health, dental, vision insurance, 401(k) with company match, paid time off, and more. Relocation Assistance: If you're not local, we're happy to provide relocation assistance to help you make the move to join our team. Career Growth: We are committed to investing in your future with mentorship, training, and opportunities for advancement within our rapidly growing company. Key Responsibilities: Assist in Project Management: Support the senior project management team in overseeing mechanical HVAC, piping, and plumbing systems in large commercial/industrial construction projects. Project Coordination: Help coordinate with subcontractors, vendors, and internal teams to ensure projects stay on schedule and within budget. Documentation & Reporting: Assist in creating and maintaining project documentation, including progress reports, schedules, and budget tracking. Procurement & Subcontractor Management: Support the procurement process for materials, equipment, and subcontractors, ensuring competitive pricing and on-time delivery. Problem-Solving: Assist in resolving project issues as they arise, working with senior team members to find creative solutions and keep projects on track. Learning & Growth: Continuously develop your project management skills and knowledge of mechanical construction systems, with guidance from senior leadership. Safety & Quality: Help ensure safety standards are maintained on all job sites, and that work is completed to the highest quality standards. Requirements: Education: A construction degree is required, preferably in mechanical engineering, civil engineering, or a related field. We're open to various types of construction-related degrees! Experience: While large commercial/industrial experience is preferred, we're open to candidates with a variety of project experience and backgrounds. If you're hungry to learn and grow, we want to hear from you! Skills: Strong organizational and communication skills, with the ability to work effectively on a team. Proficiency in project management software and MS Office Suite is a plus. Drive & Ambition: We're looking for self-starters who are eager to take on responsibility and quickly move up in the company. Problem-Solving: Ability to think critically and assist in solving project challenges efficiently. If you're looking for an exciting entry point into the construction industry, with plenty of room for growth, apply today and start your journey with us!

Join a Growing Industry Leader as a Junior Project Manager! Company: Vertical Mechanical Group (VMG) At Vertical Mechanical Group (VMG), we are always seeking talented individuals to join our growing team. Our commitment to exceptional customer service and innovative solutions drives our success and fuels continuous expansion. We're excited to offer opportunities for motivated professionals who are ready to elevate their careers. When you join VMG, you become part of a close-knit, supportive team that values both its employees and clients. Here, your growth powers our success. To support our continued growth, we are seeking a Junior Project Manager to join our team. This role is a fantastic opportunity for a motivated professional to gain hands-on experience and develop project management skills while working closely with seasoned professionals. Role Overview As a Junior Project Manager, you will assist in the overall management and execution of mechanical installation and service projects. You will collaborate with Project Managers, Executives, Superintendents, Foremen, and Subcontractors to ensure projects are delivered on time, within budget, and exceed client expectations. Key Responsibilities Support project planning, scheduling, and budgeting activities. Assist in coordinating HVAC and plumbing installations, ensuring alignment with project goals. Review and interpret mechanical drawings and commercial construction documents. Monitor project progress and communicate updates to stakeholders. Provide administrative and operational support to senior project team members. Collaborate with field teams to address challenges and maintain project momentum. Ensure compliance with safety and quality standards. Qualifications 1-3 years of experience in construction project coordination or management (mechanical focus preferred). Foundational knowledge of HVAC and plumbing systems and installation processes. Strong organizational and time-management skills. Basic understanding of mechanical drawings and commercial construction projects. Familiarity with project management software and Microsoft Office Suite. Excellent communication and interpersonal skills. Eagerness to learn and grow in a fast-paced environment. Bachelor's degree in Construction Management, Engineering, or a related field (preferred). What We Offer Competitive salary and performance-based incentives. Comprehensive benefits package, including health, dental, and vision insurance. Paid Time Off (PTO) and a 401(k) retirement plan with company match. Opportunities for professional development and career advancement. A supportive and collaborative work environment. This position is based in Charlottesville, VA. About VMG Vertical Mechanical Group (VMG) is a family-owned and operated HVAC and Plumbing contractor specializing in large-scale commercial projects. We combine the personalized service of a boutique firm with the expertise and resources of a major contractor. Ready to Apply? If you're excited to build your career in project management and contribute to VMG's success, we want to hear from you! Apply today to join our talented team. Learn more about us at vmgmech.com.

Avicenna Accounting Inc. was founded in 1992 as a pioneer in outsourced accounting with web-based technology. The company's commitment is to provide close and personal attention to each client, with a focus on financial forecasts, tax planning, payroll processing, and startup accounting services in Virginia, Washington D.C, Maryland, and nationwide. Role Description This is a full-time on-site Administrative Coordinator role located in Vienna, VA. The Administrative Coordinator will be responsible for providing administrative assistance, customer service, and finance support. Tasks include communication with clients, organizing office operations, and ensuring seamless coordination. Duties Answering and directing incoming calls professionally • Calling clients for follow-ups, reminders, and appointment confirmations • Scheduling and managing client appointments • Pulling reports and organizing data as needed • Filing and maintaining physical and digital documents • Uploading client documents to their respective portals • Ensuring client compliance with required filings and deadlines • Assisting in the preparation and filing of BPOL and other regulatory documents • Maintaining day-to-day office operations and administrative support • Managing office correspondence, including emails and mail distribution • Assisting with document retrieval and organization for accounting and tax purposes • Greeting and assisting clients in person and over the phone • Coordinating with team members to ensure smooth workflow and client satisfaction • Monitoring office supplies and replenishing as necessary • Assisting in special projects and other administrative tasks as assigned Qualifications Communication and Customer Service skills Administrative Assistance and Organization Skills Finance knowledge Experience in accounting or related field Proficiency in Microsoft Office Suite Attention to detail and strong organizational skills Ability to multitask and prioritize tasks effectively Associate's or Bachelor's degree in Business Administration or related field

Our nonprofit client is looking for a project support coordinator to join their team on a six-month W2 contract. This position will support project coordination, status tracking, and senior management administrative resources. This is a six-month W2 contract position, that will require two days on site in their downtown DC office. Responsibilities Provide comprehensive support to management for travel coordination, meetings, and events Manage vendor relationships and contracts, invoice processing, utilizing skills in vendor management and contract creation Coordinate and support daily operations Use Google WorkSpace to develop and maintain documents, templates, and brochures with excellent attention to detail Responsible for project status tracking and reporting for the department and special projects Requirements Bachelor's degree in applicable areas 5+ years experience in professional work experience Experience working in a multinational or global organization Open to occasional flexible hours to meet event and project deadlines McKinley Marketing Partners is an Equal Opportunity Employer. All individuals are encouraged to apply, and all applicants will be considered for employment without regard to race, color, religion or belief, ethnic origin, age, sex, sexual orientation, gender identity, disability or veteran status, or any other basis protected by law. Opportunity for all is central to our mission. We strive to reaffirm our commitment to the values of diversity, equity, and inclusion. We push ourselves to new heights to embrace ongoing change and creativity. With this as our goal, we are proud to have reached individuals with diverse backgrounds who possess the talent, energy, and focus to accelerate our mission forward.

Function Enterprises, Inc. in Springfield, VA, is a leading contracting company dedicated to providing quality services to clients. The company emphasizes excellence in work and values diversity and inclusivity in its culture. Role Description This is a full-time on-site role for an Administrative Assistant at Function Enterprises, Inc. The Administrative Assistant will be responsible for providing administrative support, managing phone communications, assisting with executive administrative tasks, and utilizing clerical skills. Qualifications Administrative Assistance and Executive Administrative Assistance skills Strong Phone Etiquette and Communication skills Proficiency in Clerical Skills Payroll Administrator Attention to detail and organizational skills Ability to multitask and prioritize tasks Desire to learn and grow Experience in office management or administration is a plus Excellent computer skills, including MS Office proficiency College diploma or equivalent

An elite firm in Bethesda, MD (our client) is looking for a Litigation Administrative Assistant to join their team. Hybrid OK. Will be providing administrative support to commercial litigation attorneys. Varied responsibilities, including e-filing with state and federal courts, managing attorney's calendar and scheduling meetings and depositions, and drafting pleadings and other legal documents. E-filing experience in Maryland, DC, and Virginia is highly preferred. Exceptional compensation and benefits. Please apply to Bridgeline Solutions today!

The Administrative SME will work as part of the USMC Range and Training Area Management (RTAM) Team providing daily administration and correspondence support for the command. They will draft and deliver messages and publications, prepare reports, presentations and charts, track work orders, maintain an orderly file system and provide RTAM staff graphics, photo processing and data entry support as required. In addition, track and maintain top-down and lateral correspondence, draft and edit headquarters (HQ) level publications and regulations, and ensure quality institutional-level products are generated from RTAM. Responsibilities •Scrub documents to ensure correct formatting and provide admin support to the Branch Heads and Section Heads. •Provide support for incoming calls/emails, drafts and editing of Branch correspondence, publications, and other documents. •Distribute correspondence and Naval messages to appropriate branch sections. •Provide program status monitoring while ensuring proper and professional USMC preparation of reports, presentations, Command Chronology, and other information generated from RTAM. •Draft/edit Memorandums of Agreement, Memorandums of Understanding, Information Papers and Decision Papers. •Provide recommendations and solutions for improvement to milestone tracking, administrative functions, and correspondence support. •Coordinate/Participate in the planning of meetings, conferences, and off-sites using TECOM admin tracking program. •Manage and coordinate Higher Headquarter tasks delegated to RTAM using the Marine Corps Action Tracking System (MCATS). •Provide daily interface and coordination with Branch heads, other Directors and Government Organizations. Qualifications •Desired Bachelor's Degree with 3-5 years of Administrative experience. •Additional work experience in the Administrative field may be substituted for Degree requirement. •Proficient in Microsoft Office and Adobe software. •Familiarity with Military Administration and Correspondence preferred. •Prior Military Service a plus. •Must be able to obtain a SECRET Clearance.

Administrative Assistant Schedule: Monday - Friday, 8:00 AM - 4:00 PM Duration: 18 -Month Contract Travel: Occasional travel required to other buildings within WMA for meetings or training (POV travel required) YOU MUST HAVE PREVIOUS EXPERIENCE WORKING WITH THE NSA or CIA. ALL OTHER CANDIDATES WILL BE REJECTED. Position Overview: We are seeking a highly organized and professional Administrative Assistant (AA) to provide essential support to our medical unit. This role requires a dynamic individual who can efficiently manage both transactional tasks and customer interactions, ensuring smooth daily operations. The AA will serve as the first point of contact for employees and senior leaders while maintaining a high degree of professionalism, discretion, and confidentiality in accordance with HIPAA regulations. The ideal candidate will possess strong communication skills, the ability to adapt to a fast-paced medical environment, and a proactive approach to administrative support. Key Responsibilities: Administrative & Operational Support Provide comprehensive administrative support to the medical unit, including filing, data entry, and record management. Maintain appointment schedules while handling walk-in traffic efficiently. Ensure daily team collaboration and communication to optimize unit functions. Maintain and organize office supplies and equipment. Intermittently provide administrative support to the division front office as needed. Customer Service & Communication Greet and assist employees, visitors, and senior leaders in a professional and courteous manner. Provide clear and concise instructions to employees seeking medical services. Serve as a liaison between employees and the medical unit, ensuring efficient communication. Prepare and distribute correspondence, reports, and presentations. Maintain strict confidentiality of protected health information (PHI) and ensure HIPAA compliance. Technical & Data Management Utilize Microsoft Excel for basic data analysis and protection (SUMIF, COUNTIF, Subtotaling, Conditional Formatting, Statistics). Use Microsoft Word for document creation and formatting (styles, outlines, tables, charts, track changes, form letters, labels). Manage Microsoft Outlook tasks including email management, scheduling meetings, delegate access, and sharing permissions. Develop PowerPoint presentations as needed. Perform error checking and data validation to ensure accuracy in reports and communications. Professional Decorum & Compliance Maintain a high level of professionalism and discretion due to frequent interactions with senior leaders. Complete required HIPAA training to ensure confidential handling of medical information. Adhere to office policies and uphold a positive, professional work environment. Travel & Physical Requirements Occasionally travel to other buildings within WMA for meetings, training, and off-site events. Engage in frequent sit/stand activity throughout the workday. Lift and carry up to 25 lbs as needed for office supplies and records management. Required Qualifications: Proven experience as an Administrative Assistant in a fast-paced environment. Proficiency in Microsoft Office Suite, including: Excel: Intermediate (SUMIF, COUNTIF, Conditional Formatting, Data Protection). Word: Intermediate to Advanced (Formatting, Track Changes, Hyperlinks, Form Letters). Outlook: Intermediate to Advanced (Scheduling Meetings, Delegate Access, Sharing Permissions). Strong verbal and written communication skills with attention to detail. Ability to work independently, adapt to changing priorities, and manage multiple tasks. Professional demeanor with excellent organizational and time-management skills. Ability to handle confidential information with discretion and ensure compliance with HIPAA regulations. Preferred Qualifications: Experience in a medical or healthcare setting. Familiarity with HIPAA compliance and PHI handling. Experience managing high-volume customer interactions in a professional office setting.

Who We Want Evolve is looking for a self-motivated, organized, and detail-oriented Assistant to serve as Administrative assistant. The ideal candidate would consistently take initiative on projects and have a strong ability to multitask. Prioritizing tasks and having an eye for small details is critical. The Assistant would be working in a unique environment and would be comfortable with active listening and execution of tasks, especially while the Executive is on the phone. The Assistant will be working with highly confidential material, and being discrete is a must. Additional skill-sets include exercising good judgment, strong written and verbal communication skills, and being available any day of the week. Reporting Reporting to the Chief Operating Officer of Evolve. Responsibilities Personal: Efficiently manage the executive's calendar, scheduling appointments, meetings, and events Coordinate and prioritize appointments to optimize the executive's time. Arrange and manage medical appointments, ensuring timely visits and necessary follow-ups. Schedule and coordinate pet grooming appointments, and oversee extracurricular activities for family members as directed. Handle mail pickup, sorting, and timely delivery of important documents. Run various errands / tasks requested by the executive. Organize and book travel arrangements, including flights, accommodations, and transportation, as per the executive's needs. Prepare detailed itineraries for travel and ensure all necessary travel documents are in order. Perform other related duties as assigned. Scheduling and Logistics: Manage business calendars, including scheduling meetings, appointments, and travel arrangements for the executive. Coordinate and prioritize business and personal appointments, ensuring efficient use of time and avoiding scheduling conflicts. Ensure executive meeting requirements are communicated and followed by attendees. Perform other related duties as assigned. Administrative Duties: Collect, prepare, and organize executive and operations agenda and action items prior to meetings. Primary notetaker on executive and operations meetings as well as any other meetings as assigned. Executive task management by organizing tasks and following up with executives on completion. Prepare profiles on individuals when requested. Prepare and edit documents, including memos, letters, and other confidential materials. Maintain and organize files, records, expenses, receipts and confidential information, ensuring accessibility and accuracy. Handle correspondence on behalf of the executive, providing timely and professional responses when requested. Perform other related duties as assigned. Operations Support: Collaborate with the executives to support the operational aspects of the organization. Assist in project management by effectively tracking deadlines, milestones, and deliverables. Help prepare and review reports, presentations, and other materials for internal and external meetings. Assist in office management including but not limited to inventory, office supplies and stocking, and landlord needs. Coordinate with the international operations team on collaborative areas. Perform other related duties as assigned. Relationship Management: Build and maintain strong relationships with internal and external stakeholders, including clients, partners, and team members. Serve as a point of contact for inquiries and requests, screening and prioritizing them accordingly. Facilitate effective communication between the executives and various stakeholders, ensuring timely and accurate dissemination of information. Perform other related duties as assigned. Special Projects: Assist in special projects, initiatives, and events as required by the executives. Conduct research, gather data, and prepare reports or presentations for specific assignments. Take on ad-hoc tasks and responsibilities to support the smooth functioning of the organization. Perform other related duties as assigned. Qualifications & Skills Bachelor's degree preferred, but not required Proven experience as an Executive Assistant or similar role, supporting C-level executives (3-5 years preferred). Excellent organizational and time management skills, with the ability to prioritize and multitask effectively. Strong attention to detail and problem-solving abilities. Exceptional written and verbal communication skills. Proficient in using productivity tools and software (e.g., G-Suite, MS Office, calendar management systems). Discretion and ability to handle sensitive and confidential information with professionalism. Flexibility and adaptability to work in a fast-paced, dynamic environment. Professional demeanor and ability to build relationships with diverse stakeholders. Experience booking international and domestic travel. Diplomacy and the ability to handle interactions with tact, professionalism, and sensitivity. Note: This role requires in-person presence and may involve occasional travel. The EA should possess reliable personal transportation to ensure their availability and timely support for the responsibilities of the role. Flexibility in working hours is essential, as the role may require accommodating last-minute changes and responding to urgent matters outside regular business hours.The Executive Assistant should be easily accessible and reachable to address time-sensitive issues promptly.The specific responsibilities may vary depending on the preferences of the multiple executives you support. Equal Opportunity Employer Evolve Tech LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Under the supervision of the Qualification and Compliance Administrator, provides administrative, clerical, and compliance support. This role requires focus, strong attention to detail, the ability to track, audit, and report on areas of safety and compliance. Responsibilities Record and process fuel taxes by calculating and auditing mileage and fuel computations, identifying discrepancies, and assisting in investigations of missing or inaccurate data. Retrieve employment background information for new applicants, review findings, and submit for approval. Monitor expiring credentials and obtain renewal confirmations to ensure compliance. Conduct routine audits to verify adherence to regulations and company policies. Process and maintain paperwork related to company and independent contractor files. Maintain records and report instances of non-compliance. Notify relevant parties to obtain renewed credentials, such as licenses, physicals, and work authorizations. Collaborate with team members to ensure the accuracy and completion of personnel records. Gather and compile information from multiple sources for monitoring and reporting purposes. Maintain and file all fuel receipts for both employees and contractors. Assist with various tasks related to Safety and Compliance. Qualifications Minimum of 3 years' experience with administration, data analysis, and reporting. Organized and self-motivated. Spanish speaking a plus. Compliance or transportation/ logistics industry experience is a plus. Proficient with Microsoft Office Suite tools (Outlook, PowerPoint, Word, Excel). Exceptional verbal and written communication skills. High attention to detail with strong organizational skills. Proactive drive to anticipate and address challenges. Professional discretion with sensitive information. Time management skills with the ability to maintain attention to multiple priorities effectively with minimal oversight and mindfulness to scheduled delivery deadlines.

Opportunity to work for a global leader in security and technology solutions, this company specializes in advanced biometric identification, data analytics, and risk management systems. The Administrative Receptionist reports to the Corporate Treasurer and serves as the receptionist, providing administrative support to the Admin Division as needed. S/he will provide excellent customer service while maintaining discretion and confidentiality. Essential Functions: Professionally answer main telephone line, screen, and direct calls. Monitor main line voice messages. Meet and greet visitors as they arrive; advise appropriate staff member. Prepare conference rooms for meetings, including food and beverage setup and breakdown for applicable meetings. Maintain the ongoing cleanliness of executive kitchen, main kitchen, conference room, etc. Coordinate cleaners and maintenance needs for the entire suite with building management. Receive and distribute deliveries, incoming mail, and packages from all parcel providers. Post and deliver outgoing mail daily. Assist with courier requests and correspondence. Prepare outgoing mail and coordinate parcel pickup. Scan and file documents for the applicable administrative department(s). Maintain inventory of office and kitchen supplies through ongoing updates to the inventory control sheet, checking stock levels, anticipating needed supplies, placing and expediting orders, and verifying receipt of supplies weekly. Place special orders as needed. Update all internal contact lists, including staff telephone extensions, birthdays, and work anniversaries. Distribute as necessary. Monitor and maintain office equipment supplies, i.e., copier. Maintain the calendar of the conference rooms. Other duties as assigned. Required Knowledge, Skills, and Abilities Professional demeanor and excellent customer service abilities required. Strong organization, attention to detail, time management, multitasking, and problem-solving skills. Ability to take initiative with projects, working both independently and as part of a team. Excellent verbal and written communication skills. Proficiency in Microsoft Office 365 Suite. Required Education, Certifications/Licenses, and Related Experience Bachelor's degree required. 3-5 years of experience in a related field required.

The role involves supporting the Fiber Construction Team by overseeing multiple projects, ensuring milestones are met on time, and assisting with project reporting and CRM updates. Responsibilities also include preparing reports and slide decks for Senior Management, managing facilities operations, and coordinating administrative tasks such as inventory and access arrangements. Key Responsibilities: Assist Fiber Construction Team with project milestones, reporting, and CRM updates. Support access arrangements and facilities management tasks like mailing, inventory, repairs, and event planning. Prepare meeting materials and take detailed notes, providing minutes to the team. Maintain an active log of off-site personnel entering remote locations. Qualifications: Experience in Administrative experience or project management support. Strong computer skills, with advanced knowledge of Excel and PowerPoint. Primarily office-based role with occasional physical demands (walking/sitting).

ABOUT THE COMPANY Two impressive companies are joining forces to merge two of the best companies in the Annapolis area. The company is looking forward to bringing even more quality, expertise, and capability to our valued customers. With this merger, the company is combining the strengths and resources of two highly respected companies to offer an even wider range of painting and renovating services. From residential painting to commercial renovations, the company will continue to provide the same high-quality craftsmanship and exceptional customer service you've come to expect, now with additional capabilities. This merger represents a significant milestone in our journey, and we are confident that it will bring numerous benefits to our customers, employees, and partners. The company's combined services now include: Enhanced Exterior & Interior Painting, Improved Cabinet Refinishing, Kitchen & Bath Refresh Projects and Full Renovation Services CORE VALUES - Infectious Positivity: We prioritize a positive attitude by fostering enthusiasm and optimism in our workplace. - Loyal to the Core: We are honest, reliable and always demonstrate unselfish commitment to the company and team. - Can-Do Attitude: We are unflappable in our approach to making things happen and getting the job done. - Always Be Hustling: Industriousness is reflected in our focus on self-sufficiency, productivity, and accountability. - Always Rise Above the Drama: Professional, respectful, and honest communication is vital to our collaborative inclusive culture. - Constant Innovation: Innovative thinking and trying new things is expected and celebrated within our organization. JOB DESCRIPTION The Project Coordinator plays a vital role in ensuring the successful execution of paint and renovation projects by assisting project managers in scheduling, sourcing, and communication between clients, team members, and contractors. This position requires exceptional organizational skills, attention to detail, a customer-focused mindset to deliver projects on time, within budget, and client satisfaction. This position fosters a team-oriented approach to all projects to deliver top-notch service to a happy customer. ESSENTIAL JOB FUNCTIONS - Project Planning and Scheduling: • Develop and manage project timelines to meet client deadlines. • Coordinate on the daily directly with clients regarding scheduling for painting crews and subcontractors. • Monitor project progress and assist with adjusting plans on the fly as needed. - Communication and Client Relations: • Serve as the secondary point of contact for clients throughout the project lifecycle after project managers. • Address client concerns promptly and provide regular project updates. • Collaborate with vendors, suppliers, and contractors to ensure smooth workflow. - Resource Management: • Ensure proper allocation of labor, materials, and equipment for each project. • Track inventory and order paint and supplies as needed. • Help oversee the preparation of jobs on the office side. • Source and share all material specs in singular folders for on-site job information for crews and trades. • Share all specs with vendors to ensure preparedness prior to project commencement. -Quality Control: • Work alongside project managers to ensure work meets company standards and client expectations. • Address quality issues and implement solutions to resolve them. - Administrative Duties: • Maintain accurate project records, including contracts, schedules, and budgets. • Prepare reports summarizing project status (FPR's), costs, and performance metrics. • Assist in estimating costs where possible and the preparation of new projects. KEY COMPETENCIES • Attention to detail. • Problem-solving and decision-making. • Ability to work under pressure and meet deadlines. • Self-motivated work ethic • Collaborative mindset • Proficiency at google business suite REQUIREMENTS • 2-4 years of experience in a project coordinator position or similar experience. • Experience in the construction industry is a big plus • Great organization skills. • Bilingual (English-Spanish) is a big plus. • Proficiency in Google Suite, especially Sheets. • Experience managing Quickbooks. SALARY RANGE • 55k-60k yearly WORKING CONDITIONS ▪ Willing to work on site and commit to an 8:00 am-5:00 pm schedule. (Address: 146 Defense Hwy, Annapolis, MD 21401) ▪ Occasional evening or weekend work (hardly ever) may be required to meet deadlines. ▪ Ability to work with other team members in an office environment. BENEFITS • Benefits package including health insurance, PTO, and retirement plan • Professional development and training opportunities. • 2 weeks vacation- to be awarded after 3-month trial period • Sick Time

We are seeking an Estates & Trusts Legal Administrative Assistant to join our Annapolis law firm. Responsibilities include: Preparing legal documents for signing. Preparing asset transfer documents, such as deeds, asset assignments and designated beneficiary forms. Analyzing bank and business records, identifying trust and non-trust assets, and identifying title and character of assets. Drafting petitions and the supporting documents for probate, ancillary probate, and trust administration. Calendaring and maintaining critical deadlines for estate and trust administration cases in electronic calendar system. Maintain attorney calendars. Intake mailings and prospective client calls Drafting probate filings and accounting for trusts and estates Extensive communication with clients, financial planners and accountants. Provide support for our growing practice. Experience and Qualifications: 2+ years of administrative or similar experience preferred. Professional demeanor, excellent communication, organizational and writing skills. Strong attention to detail. Must be able to multi task. Ability to work both independently and as part of a team. Law Firm experience preferred