Administrative & Operations Assistant at TRIDENT MILITARY SYSTEMS LLC in Mesa, AZ, USA

Job description

• Trident Military Systems, LLC is seeking a detail-oriented Administrative Assistant to support company leadership and program operations on our F-16 Mission Tactics Trainer (MTT) contract in Mesa, Arizona. This is a hands-on, blended role covering finance, purchasing, project administration, and employee-facing HR support, ideal for someone who takes initiative, exercises sound judgment, and enjoys being the person who keeps a defense-contractor office running smoothly.

Responsibilities

• Manage program calendars, meetings, appointments, visitors, and travel arrangements; maintain planned-travel information and verify required approvals before commitments are made.
• Prepare, edit, proofread, format, and control correspondence, weekly status inputs, reports, presentations, meeting materials, and other contract records.
• Track action items, deadlines, signatures, approvals, training and certification records, data calls, deliverables, and follow-up activities.
• Organize electronic and physical files using approved repositories, including SharePoint when authorized, in accordance with contract data-management and security requirements.
• Screen and route calls and email; communicate professionally with employees, customers, Government representatives, prime contractors, and vendors.
• Coordinate program meetings and reviews, including agendas, conference-room support, notes, and follow-up documentation.
• Assist with expense reports, invoices, purchasing documentation, office supplies, onboarding, and labor-hour reporting; review employee timesheets for accuracy and coordinate corrections as needed.
• Accurately record actual hours worked each day using the correct project and labor category.
• Protect proprietary, CUI, classified, personnel, financial, export-controlled, and other sensitive information; report suspected security incidents through established channels.
• Serve as the on-site, employee-facing point of contact for routine HR matters, coordinating with the company's fractional HR Business Partner (HRBP) on onboarding logistics, leave tracking, and other HR initiatives.
• Assist with new-hire onboarding and offboarding logistics, and provide light support to hiring activities as directed.
• Identify opportunities to create checklists or standardized documentation for recurring administrative tasks.

Requirements

• High school diploma or equivalent and at least two years of responsible administrative support experience; an associate degree is preferred.
• Demonstrated proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, Windows 11, Adobe Acrobat, and standard office equipment.
• Ability to independently produce professional correspondence, manage calendars, edit presentations, prepare PDFs, and build basic spreadsheets using formulas, sorting, and filtering.
• Excellent written/verbal communication, proofreading, organization, time-management, and customer-service skills.
• Ability to prioritize work, meet deadlines with limited supervision, maintain confidentiality, and exercise sound judgment.
• Strong problem-solving skills, initiative, and the ability to learn new systems and processes quickly.
• Ability to complete required program-protection, security, privacy, and cybersecurity-awareness training.
• Must be eligible to obtain and maintain a Secret clearance if designated by the Government.
• Experience supporting senior executives or working for a Government contractor, aerospace, defense, engineering, or technical organization.
• Experience with SharePoint, OneDrive, DocuSign or Adobe Acrobat Sign, Microsoft Planner/Lists/Forms, isolved, QuickBooks, Deltek, Unanet, Concur, or comparable HR, accounting, expense, or task-tracking systems.
• Experience handling controlled, proprietary, export-controlled, or security-sensitive information and using approved generative AI tools under company data-protection rules.

Skills

Required

• Excellent written/verbal communication
• Proofreading
• Organization
• Time-management
• Customer-service skills
• Ability to prioritize work
• Meet deadlines with limited supervision
• Maintain confidentiality
• Exercise sound judgment
• Strong problem-solving skills
• Initiative
• Microsoft Outlook

Benefits

• You will be eligible for medical, dental, and vision coverage, plus $15,000 in basic life insurance at no additional cost. Employee-funded benefits include Long-Term Disability, Short-Term Disability, Voluntary Term Life and AD&D Insurance, and Healthcare and Dependent Care FSA benefits. We will provide additional plan information during onboarding.
• Vacation: Full-time employees accrue 80 hours of vacation annually beginning upon hire, accrued each pay period and subject to Company policy.
• Sick Leave: Full-time employees accrue 40 hours of paid sick leave annually, accrued each pay period and subject to Company policy, in accordance with Arizona's Fair Wages and Healthy Families Act.
• Personal Leave: Full-time employees receive 24 hours of personal leave annually, awarded on their work anniversary date.
• Holidays: TMS observes eleven federal holidays each calendar year. You will receive the remaining holidays for the current calendar year based on your start date.
• 401(k) Retirement Plan: TMS offers immediate vesting in the Company's 401(k) plan. TMS matches 100% of employee contributions up to 3% of salary and 50% of contributions above 3% through 5%, for a maximum Company match of 4%.