Executive Administrator
System Studies and Simulation (S3), Inc.
Huntsville, AL
S³, Inc. is a rapidly growing woman-owned small business founded in 1991, headquartered in Huntsville, AL, that provides technical, programmatic, and logistic services to U.S. Department of Defense, other U.S. Government agencies, and Partner Nation militaries, co-located with Government requirements. The S³ , Inc. staff is 70% veterans. The company operates under an ISO 9001/AS9100 certified Quality Management System. S³, Inc. has wholly owned subsidiaries that expand the customer base and increase our annual growth rate: KBFS – provides aviation pilot training, heavy lift, aircraft maintenance, and related aircraft services to Government and commercial requirements IAW multiple FAA certifications; S3I – provides OCONUS FMS technical services, maintenance, and aviation platform training; and GLSS – provides SCA/CBA contract aviation maintenance. S³, Inc. and its subsidiaries are recruiting to expand and develop Corporate Operations for contract growth. At S³ , Inc., we are proud to offer above-industry standard benefits and encourage our team members to build a fulfilling career with our mission-focused leadership. Come work with us and let's build something great together! S³ , Inc. is seeking an Executive Administrator to the C Suite Executives to join our Corporate Business Operations team at our corporate HQ in Cummings Research Park, Huntsville, AL. This is not a teleworking position. A senior citizen returning to the workforce is welcome. Description Performs high-level administrative support to the C Suite Executives and corporate headquarters departments of a federal contractor. Responsibilities include preparing reports for management, scheduling conferences, responding to inquiries, and providing information in line with policies and procedures. The employee may also supervise the work of junior-level staff. Responsibilities
- Performs a variety of administrative support duties, e.g., customer service tasks, relaying and resolving routine telephone and/or staff walk-up inquiries, scheduling calendar items and meetings, generating a variety of standard documents and correspondence, processing forms, performing data entry, and establishing and maintaining records.
- Receives and processes standard materials appropriate to the assigned department, e.g., correspondence, memos, agendas, minutes, charts, permits, legal documents, orders, requisitions, ordinances, reports, manuals, finance reports, and organization charts.
- Requires a level 4 of 5 skills in Microsoft Office products (MS Word, PowerPoint, and Excel).
- Performs a variety of data input assignments, which may be confidential; enters data, drafts, edits, revises, and prints letters, tables, reports, and other material.
- Receives inquiries and requests from the general public and business community, through friendly, professional customer service skills, ascertains the needs of the customer and provides appropriate assistance and information; responds to escalated customer service issues. Sensitivity to corporate data is mandated.
- Performs a range of staff and/or operational support activities; may serve as a liaison with other departments on administrative and/or operational matters, supported by corporate policies.
- Sorts, screens, and distributes incoming and outgoing mail; drafts or prepares responses to corporate-level inquiries; prepares photocopies, operates a variety of office equipment.
- Establishes, maintains, processes, and updates files, records, certificates, and/or other documents.
- Manage calendars, phone/e-mail, travel, and contacts (both internal and external) using Microsoft Outlook.
- Schedule and manage meetings, coordinate video teleconferences and conference calls, and organize meals if required.
- Compile, catalog, and maintain configuration control of corporate-level information stored on the secure digital vault (data storage devices).
- Sort and file records, mail, forms, and other documents according to established corporate filing procedures.
- Assist with proofreading, formatting, and data input on Excel Spreadsheets, PowerPoint, and Word documents (using track changes when needed).
- When designated, coordinate logistical details for meetings and events. For meetings, this includes scheduling rooms, distributing meeting announcements, tracking attendance, coordinating food services; coordinating and preparing presentation materials, taking minutes as appropriate, and distributing follow-up materials.
- Assist in coordinating local, domestic, and international travel arrangements; initiate travel authorizations, vouchers, and reimbursements for Leadership by completeness and compliance to ensure timely filing.
- Create/format documents, spreadsheets, databases, and presentations using Microsoft Suite software (Word, Excel, PowerPoint).
- Arrange meetings and conferences, schedule interviews and appointments, and perform other duties related to maintaining one or more individual schedules.
- Possess excellent communication skills (verbal and written).
- Ability to interface effectively with all levels of corporate leadership, and lead corporate internal meeting agendas.
- Attention to detail and ability to self-correct.
- Ability to multitask and operate in a fast-paced changing environment driven by customer requirements.
- Bachelor’s Degree, total of 15 years related administrative management, and five (5) years of experience at the federal contractor corporate level working for senior-level executives. Self-starter, research intuitive, team leader.
- Five (5) years experience working in a defense contractor environment or at the C Suite level of management.
- Eight (8) years of military experience, of which four (4) were in leadership roles is a plus.
- Performed under a Quality Management System based on ISO/AS9100 certification or similar quality management system.
- Skilled at level 4 out of 5 with Microsoft Suite software (Word, Excel, PowerPoint).
- Experience with HR, recruiting, and Benefits for a federal contractor is a plus.
- Ability to work 50 hours/week - as needed.
- Experience with Costpoint accounting is a plus.
- Secret Clearance or the ability to obtain one.
Posted 2025-07-25
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