Administrative Assistant

Bristol Infrastructure Design Services, LLC is seeking an Administrative Assistant to help us support the Navy Mission in Norfolk, VA.

This position is responsible for facilitating the efficient functioning of an office via a wide-range of administrative, IT related, financial, and managerial tasks.
Major Responsibilities


* Office Knowledge: Collects data and information in order to assist the Commander and Deputy in managing the work and is able to include them on correspondence and meetings to ensure that the particular issues related to the particular function.

Determines matters that can be handled by the Division Directors and refers the topic as appropriate.

Routes matters requiring action by the Division Directors and follows up to ensure that actions are completed.


* Office Management: Assists as the office manager and on own initiative, recommends changes in administrative policies.

Recommends office procedures and practices to be used within the Command.

Establishes and maintains suspense file on pending correspondence, ensuring deadlines are met serves as central point of contact for authoritative information on administrative policies, procedures, and requirements.

Reviews all correspondence prepared by staff personnel of the Command for signature of supervisor for format (Navy Correspondence Manual), punctuation, accuracy of references, assembly of enclosures, compliance with routing procedures, etc.

Advises other personnel within the Command in the preparation of correspondence.

When considered necessary, prepares and distributes special instruction for the preparation and routing of such correspondence in accordance with the Navy Directives Management Program Manual.

In the absence of the Commander or Deputy, maintains a file of correspondence and events and brings such things to their attention on their return.

Assist the OICC in support of new employee's check-in/ check-out process, minor property inventory control, Command Information Office (CIO) / Navy Marine Corps intranet (NMCI) liaison for software and hardware requirement.

Additional management requirements include maintaining supervisor's calendars, making appointments and arranging for meeting rooms, scheduling recurring appointments without prior approval from supervisors, assembling and disassembling conference materials, flyers, booklets and handouts, maintaining internal office reports and filing system, such as personal files, time & attendance, correspondence log, minor inventory/property listing and annual training requirement list.

This position will also be responsible for reviewing all outgoing correspondence and material for internal consistency and confirmation, ensuring proper clearance has been obtained, and coordinating all personnel and administrative documentation for new employee in-processing.

Securing all Personal Identifiable Information (PII) and coordinating with all NAVFAC business and support lines to ensure a smooth check-in process...