Administrative Assistant

Job Description

Administrative Assistant

Department: Administration

Reports To: CEO / Operations Manager

Employment Type: Part-Time

Location: Reston, VA 20190 (Preferred)

Work Location: In person

Willingness to Travel: 25% (Preferred)

Position Summary

The Contract Administrator & Administrative Assistant is responsible for managing contract lifecycle processes while providing high-level administrative support to executive leadership and operations. This position ensures contracts are accurate, compliant, and properly maintained, while also supporting daily business functions with professionalism, confidentiality, and efficiency.

Contract Administration Duties

• Draft, review, and manage contracts, subcontracts, agreements, and amendments.
• Ensure contracts comply with company policies and applicable laws and regulations.
• Track contract deadlines, renewals, expirations, and deliverables.
• Maintain organized contract files (digital and physical).
• Coordinate with clients, vendors, and partners regarding contract terms and requirements.
• Monitor contract performance and ensure deliverables are met.
• Assist with government solicitations, proposals, and bid submissions (if applicable).
• Prepare contract status reports for leadership review.

Administrative Support Duties

• Attend Court hearings and meetings clients at the courthouse.
• Provide executive-level administrative support to CEO and leadership team.
• Manage calendars, schedule meetings, and coordinate appointments.
• Draft professional correspondence, reports, and internal communications.
• Answer and direct phone calls and emails professionally.
• Maintain confidential records and sensitive company information.
• Prepare meeting agendas and take minutes as required.
• Assist with onboarding documentation and personnel records.
• Support office operations, including filing, document management, and workflow coordination.

Required Qualifications

• 2+ years of experience in contract administration, administrative support, or a related field.
• Strong knowledge of contract terminology and basic legal principles.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Ability to handle multiple tasks and meet deadlines.
• High level of professionalism and discretion.
• Experience: Executive administrative support: 3 years (Preferred)

Preferred Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Legal Studies, Public Administration, or a related field.
• Experience with government contracting (federal, state, or local).
• Familiarity with procurement systems and contract management software.
• Notary Public certification.

Core Competencies

• Attention to Detail
• Confidentiality & Integrity
• Problem-Solving Skills
• Time Management
• Professional Communication
• Independent Work Ethic
• Organizational Excellence