Administrative Assistant (Elizabeth City, NC)

Location: Elizabeth City, NC
Work Environment: On-site at USCG CG-AIR
Schedule: Full-time, approximately 40 hours per week

Position Summary

We are seeking an organized and detail-oriented Administrative Assistant to provide administrative, clerical, records management, and office support to the U.S. Coast Guard CG-AIR organization in Elizabeth City, NC.

The ideal candidate has strong communication and organizational skills, is proficient with Microsoft Office, and can effectively manage multiple priorities while maintaining confidentiality.

Key Responsibilities

• Coordinate calendars, meetings, Teams calls, conference rooms, and office activities.
• Prepare, review, route, and track correspondence, reports, spreadsheets, presentations, and other documents.
• Maintain electronic and paper files, personnel records, organizational charts, distribution lists, and administrative logs.
• Prepare meeting minutes, track action items, and monitor deadlines.
• Assist with travel authorizations, travel claims, onboarding, and hiring documentation.
• Maintain SharePoint content, document repositories, databases, workflows, and recurring reports.
• Support records management, timekeeping, procurement documentation, and office supply/equipment requests.
• Review correspondence for accuracy, grammar, formatting, signatures, and completeness.
• Support visitors, telephone inquiries, ceremonies, and organizational events as needed.

Required Qualifications

• U.S. citizenship.
• Strong written and verbal communication skills.
• Excellent organizational, planning, and attention-to-detail skills.
• Ability to manage multiple priorities and deadlines with minimal supervision.
• Proficiency with Microsoft Word, Excel, PowerPoint, Teams, and other Microsoft Office applications.
• Working knowledge of SharePoint and Adobe Acrobat Professional.
• Ability to handle sensitive information with confidentiality.

Preferred Qualifications

• One or more years of experience with U.S. Coast Guard procedures and/or aeronautical practices.
• Experience with ALMIS and/or AMMIS.
• SharePoint certification or advanced SharePoint experience.

Physical Requirements: Ability to perform general office duties, including extended sitting, standing, or walking and occasionally lifting/carrying items up to 20 pounds.