Administrative Assistant IV

Description

Job Title: Administrative Assistant IV

Company: Trimitron Corporation

Location: On-site in Norfolk, VA

Position Type: Full-Time Equivalent (FTE)

Position Overview

Trimitron Corp is seeking a highly experienced Administrative Assistant IV to provide executive-level administrative support to leadership supporting the Naval Information Warfare Center (NIWC) Pacific’s Positioning, Navigation, and Timing (PNT) Division. This senior administrative role serves as the primary administrative authority within the organization, responsible for coordinating complex workflows, managing cross-departmental processes, and ensuring the accuracy and professionalism of all high-level correspondence and documentation.

The Administrative Assistant IV operates with significant independence, supporting executive leadership, overseeing administrative personnel, and ensuring that all administrative functions align with Navy, DoD, and NIWC standards.

Key Responsibilities

• Provide direct administrative support to executive leadership supporting NIWC Pacific’s PNT mission.
• Critically review, independently edit, format, and synthesize verbal notes, emails, drafts, and technical content into cohesive, compliant documents.
• Ensure all correspondence aligns with DoD/Federal formatting requirements and standards used by CIOs, COTRs, and other senior stakeholders.
• Manage executive calendars, coordinate high-level meetings, prepare briefing materials, and support leadership decision-making processes.
• Serve as the lead administrator for the organization, overseeing complex and ongoing administrative processes unique to PNT program operations.
• Coordinate activities across departments, ensuring smooth communication and workflow alignment.
• Manage, update, and distribute organizational documents such as announcements, distribution lists, media lists, and data access forms.
• Track and manage sensitive administrative activities, including supply orders, equipment inventories, cost accounting data, and personnel training records.
• Assign, guide, and monitor the work of administrative support personnel, student workers, or Graduate Assistants.
• Provide mentorship, training, and quality oversight to ensure administrative excellence across the organization.
• Serve as the senior escalation point for administrative issues requiring executive-level attention.
• Support PNT engineers, analysts, and program managers by ensuring timely, accurate, and compliant administrative support.
• Assist with the preparation, formatting, and routing of PNT-related documentation, including technical reports, correspondence, and program artifacts.
• Maintain awareness of PNT mission priorities to ensure administrative activities align with operational and programmatic needs.
• Support PNT program reviews, leadership briefings, and technical discussions by preparing materials and ensuring documentation accuracy.
  
  

Required Qualifications

• Ten (10) or more years of directly applicable administrative experience.
• Associate’s degree or higher.
• An advanced degree may substitute for two years of experience.
• Strong proficiency with Microsoft Office Suite and SharePoint.
• Demonstrated ability to independently edit, format, and synthesize information into professional, compliant documents.
• Exceptional organizational, communication, and time-management skills.
• Ability to support executive leadership and manage complex administrative workflows
  
  

Preferred Qualifications

• Experience working in a military or DoD environment, including familiarity with point papers, policies, and official Navy messages.
• Experience tracking supply orders, equipment inventories, cost accounting data, and personnel training.
• Strong written and verbal communication skills, with the ability to produce polished, executive-ready documentation.
• Experience supporting NIWC, Navy research programs, or mission-critical technical environments.
  
  

Why Join Trimitron Corp.?

This position offers the opportunity to contribute to mission-critical defense projects, work alongside highly skilled professionals, and engage in challenging systems engineering tasks that directly impact national security operations.

Benefits: We offer competitive pay and generous benefits including comprehensive medical insurance package, 401k with company match, employee assistance program and company paid benefits.