Administrative Assistant

Long Wave - Oklahoma City, OK

Full-time - Entry Level

Oklahoma City, OK

11-50 employees

Publishing Industries

About the position

The Administrative Assistant at Long Wave, Inc. is responsible for managing administrative functions within the APS department, including data management for APS contracts. This role involves ensuring the accuracy of reports, coordinating meetings, maintaining documentation, and managing communication with internal and external customers.

Responsibilities

• Ensure all weekly, monthly and quarterly reports are completed and distributed as necessary, while ensuring accuracy in content and formatting.
• Review Action Item Logs and ensure they are complete and submitted weekly in the required format.
• Plan, organize and coordinate monthly team meetings, annual meets and others as necessary, including agenda, slides, handouts, meeting space reservations, and invitations.
• Publish meeting notes and action items within 48 hours after meetings occur.
• Review, maintain, publish and coordinate all Antenna related forms, checklists, policies and procedures, and other standardized documents including SOP guidelines.
• Maintain travel training and safety training database and files.
• Monitor required training and expiration dates to ensure that training is current.
• Manage marketing apparel and material.
• Compile all necessary invoice documentation and receipts and organize for expense reports and other invoices as necessary.
• Coordinate and manage all expense reports.
• Maintain contract books with the latest modifications, delivery orders and attachments.
• Create, update, maintain and validate spreadsheets, databases and other materials to facilitate proper collection of data.
• Coordinate team member schedules to and from job sites and manage onsite work schedules while keeping in contact with team members.
• Communicate effectively with both internal and external customers.

Requirements

• High School Diploma or equivalent.
• Four (4) years' experience working as an Administrative Assistant.
• Proficient in Microsoft Office including Outlook, Word, and Excel, and other database management software.

Nice-to-haves

• Experience in a defense contracting environment.
• Familiarity with government contracting processes.

Benefits

• Competitive salary range of $44.4K - $56.3K per year.
• Equal Employment Opportunity employer.