Administrative Assistant

Systems Planning and Analysis, Inc. (SPA) delivers high-impact, technical solutions to complex national security issues. With over 50 years of business expertise and consistent growth, we are known for continuous innovation for our government customers, in both the US and abroad. Our exceptionally talented team is highly collaborative in spirit and practice, producing Results that Matter. Come work with the best! We offer opportunity, unique challenges, and clear-sighted commitment to the mission. SPA: Objective. Responsive. Trusted.

The Joint, Office of the Secretary of Defense, Interagency Division provides expert support services to a range of customers spanning across the Department of Defense, Federal Civilian, and international markets. JOID provides a diverse portfolio of analytical and programmatic capabilities to help our customers make informed decisions on their most challenging issues.

SPAs NATO Allied Command Transformation Group within JOID provides capability development, portfolio management, program management, quality management, cost estimation analysis, standardization, reporting, software solutions and information management, and capability management support. We also provide an improved capability requirements capture process, including the generation, documentation and tracing of user requirements, with appropriate technical scrutiny, over the entire lifecycle of the requirements from capability definition through capability realization and capability usage.

We have an immediate need for an Administrative Assistant to provide onsite support out of NATO Allied Command Transformation located in Norfolk, Virginia.

The candidate will provide administrative and coordination support for NATO Allied Command Transformation (ACT) Materiel Solutions, Infrastructure and Facilities (MSIF) Branch in support of Program Directors/Program Coordinators and the Branch Head, ensuring comprehensive awareness and oversight of Infrastructure Portfolio programs and projects. Support administrating and facilitating engagements with Allied Command Operations, NATO Nations, and NATO HQ by coordinating communication and ensuring effective information flow across stakeholders. Support cross-functional administrative processes aligned with MSIF Infrastructure Programs and ACT procedures, maintaining consistency and compliance. Manage and maintain Branch Information and Knowledge Management systems, including Microsoft SharePoint, Electronic Data Management System, TRANSNET, and shared mailboxes to ensure timely access to governance and management documentation. Coordinate onboarding and induction activities for new staff, including request for training, IT access, and equipment provisioning. Provide administrative support for Branch meetings across program, portfolio, and budget functions, including preparation, coordination, and follow-up actions. Maintain and track Branch taskers and support key governance processes, including Investment Committee staffing and program documentation configuration and administration. Contribute to the planning and execution of major events such as the Annual NATO Infrastructure Conference with foreign travel in support ongoing engagement with the NATO Infrastructure Community of Interest, and develop MS Office products to enable effective internal and external reporting.

Required:

• Associate's degree or at least 5 years of experience in the field of office administration in lieu of the degree.
• Demonstrable working knowledge/experience in the field of supporting Program/Project Management.
• Demonstrable working knowledge/experience in the field of multinational organizations.
• Experience in administrative assistance in a Portfolio, Program, and Project Management environment.
• Experience with public and private sector office environments.
• Proficiency in the use of the Microsoft Office Tool suite and collaborative software.
• Active NATO or National SECRET (or higher) clearance.
• Valid NATO Nation passport with no travel restrictions to NATO nations.
• Able to work fully onsite based on the clients needs.