Administrative Assistant

Description

Leidos is in search of an Administrative Assistant to support the Future Flight Services Program (FFSP) senior leadership team and Ashburn, VA facility. The FFSP program encompasses the design, engineering, deployment, and maintenance of flight service integrated systems that allow for efficient delivery of information to the general aviation community. FFSP is a network of two air traffic facilities that collect, process, and deliver aeronautical and meteorological information to promote safe and expeditious flight throughout the continental United States (CONUS), Hawaii, and San Juan, Puerto Rico.

Role Description:

The Administrative Assistant will report to the Ashburn Operations Director. The candidate will provide calendar and inbox management for program leadership, ordering supplies, coordinating travel arrangements and expense report submission. They will gather, collect, record, track and verify information from multiple sources in support of program metrics and tracking. The candidate will be stationed in the lobby of the Ashburn operations center and act as receptionist for any visitors.

Roles and Responsibilities:

• Manage calendars, schedule meetings, and coordinate appointments for managers or departmental leaders.
• Oversee inbox management, prioritizing and responding to emails on behalf of leadership when needed.
• Coordinate domestic and international travel arrangements and process related expense reports.
• Order and track office supplies, equipment, and other materials as needed.
• Plan and facilitate meetings, including scheduling, preparing agendas, recording minutes, and ensuring follow-ups.
• Gather, collect, and verify information from multiple sources; record and track data accurately.
• Support document management, including proofreading and organizing records in compliance with company standards.
• Assist in project coordination, providing administrative support to ensure timely execution and communication.
• Ensure effective communication and collaboration within the team and with cross-functional stakeholders.
• Contribute to the ongoing improvement of administrative processes and tools.
• Contributes significantly to team efficiency by solving problems, organizing information, and facilitating operations.
• Facilitate onboarding and offboarding of employees in accordance with Leidos procedures.
• Occasional organization of lunch or breakfast events for the site
• Uses discretion to interpret policies, procedures, and workflows for optimal outcomes.

Minimum Education and Qualifications:

• High school diploma or equivalent is required; Associate degree or administrative certification preferred.
• A minimum of 2 years of relevant administrative or office support experience.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to handle confidential information with discretion.
• Previous experience interacting with internal team members and contacts within the same functional area.
• Ability to communicate clearly to obtain and provide information that supports decision-making and efficiency.
• Experience coordinating with external vendors or service providers.
• Ability to address issues of moderate complexity that may be initially unclear.
• Ability to apply judgment and knowledge of departmental operations to develop recommendations and solutions.
• Ability to exercise independence while knowing when to escalate more complex matters.

Desired skills:

• Leave and Time Tracking
  • Maintain and update leave balances for union employees, ensuring accuracy and compliance with policies
  • Track and resolve timecard corrections related to prerecording errors
  • Collaborate with employees and supervisors to address discrepancies in timekeeping (including IAM CBA policies and union time tracking)
• Expense Management
  • Process and manage expense reports for management and employees using Concur
  • Ensure expense submissions comply with company policies and resolve any issues or errors
• Timekeeping and Payroll Support
  • Utilize Deltek to:
    • Identify and correct errors in timekeeping
    • Adjust time-in/out entries and modify work schedules as needed
    • Understand and apply different pay types and leave types
  • Assist employees with payroll-related inquiries, including open enrollment and mid-year qualifying event changes.
  • Provide guidance on payroll and benefits, including who to contact for specific issues.
• Workforce Management
  • Pull and analyze reports from the Workforce Management system.
  • Provide general support and knowledge about the system to employees and management.
• Policy and Benefits Guidance
  • Stay informed about company policies, including:
    • Parental leave, bereavement, short-term disability, and gym reimbursement (if reinstated)
  • Assist employees in understanding and utilizing these policies effectively
• Token Management
  • Order and manage employee tokens for system access
  • Troubleshoot token-related issues and provide support to employees
  • Serve as a Trusted Agent for ID verification, ensuring compliance with the 9-year verification cycle
• General Administrative Support
  • Provide administrative assistance to management and employees as needed
  • Maintain accurate records and documentation for all assigned tasks
  • Communicate effectively with Management, Quality Assurance, Human Resources and others to resolve issues

This position is covered under the Service Contract Act and is subject to minimum requirements. Leidos ensures that all provisions are satisfied.

At Leidos, we don't want someone who "fits the mold"-we want someone who melts it down and builds something better. This is a role for the restless, the over-caffeinated, the ones who ask, "what's next?" before the dust settles on "what's now."

If you're already scheming step 20 while everyone else is still debating step 2... good. You'll fit right in.

For U.S. Positions: While subject to change based on business needs, Leidos reasonably anticipates that this job requisition will remain open for at least 3 days with an anticipated close date of no earlier than 3 days after the original posting date as listed above.

The Leidos pay range for this job level is a general guideline onlyand not a guarantee of compensation or salary. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job, education, experience, knowledge, skills, and abilities, as well as internal equity, alignment with market data, applicable bargaining agreement (if any), or other law.