Location: San Diego, California
Title: Administrative Assistant
Schedule (FT/PT): Regular Full Time
Travel Required: No
Clearance: Must be able to obtain Secret security clearance

At LBYD Federal, "Large Firm Expertise, Small Firm Responsive", is our motto we live by and practice each day. With the capability to produce high quality designs in a fun, supportive and exciting atmosphere, we recognize our employees are our greatest asset. We offer an exciting variety of opportunities for employees to develop and grow their careers, working alongside diverse and supportive team members to achieve success. We maintain our responsiveness to clients and partners by allowing our employees the autonomy to achieve success.

Along with a competitive benefits package and 401(k) matching, we strive to maintain a 98% employee retention rate, by providing our employees endless growth opportunities. Unique opportunities such as a formalized mentorship program, professional development through North Wind University, a wellness program, celebrating our employees time with us through our employee service awards program, and many others meant to enhance the employee experience ultimately led to high employee satisfaction. Additionally, we strive to support the communities we live, work, and enjoy by taking part in community fundraisers, and volunteering through local and national organizations.

We give you the flexibility to achieve your best work by offering hybrid working options, while fostering a culture of inclusivity, equity and diversity, creating a workplace we feel everyone can achieve success. We take pride in the impact our employees make as leaders, no matter the level within the organization. You will be connected with like-minded, high achieving individuals upon joining our organization leading and participating in the most challenging designs across the world.

POSITION PURPOSE:

LBYD Federal, Inc., a North Wind company, is seeking a full-time Administrative Assistant to provide administrative support to the Project Manager and Program Coordinator to ensure services are provided effectively and efficiently. This position will provide general office/project support with a variety of clerical activities and related tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answer incoming calls and e-mail inquiries
• Perform administrative tasks to include, filing, photocopying, scanning and digitizing documents and records
• Coordinate and schedule internal and external meetings, travel, etc.
• Keep office procedures and records system organized and current
• Generate and distribute staff communications
• Assist with the ordering of needed supplies/equipment, follow-up with the vendor on order until it is delivered.
• Manage employee database and client files as required
• Keep up with supply inventory
• Complete credit card expense logs into system to include coding purchases and providing receipts.
• Assist in the preparation of invoices as required
• Maintain confidential department files/ records
• Record dive logs, daily logs and dive gear logs
• Assist with keeping office area tidy and free of clutter
• Keep first aid kit stocked and updated
• Notify Project Manager on new policies or procedures issued by the company and/or client
• Assist with preparation of presentations and reports
• Transcribe meetings and proofreading documents

MINIMUM QUALIFICATIONS:

Education and Experience:

• High School Diploma or equivalent
• One (1) year of administrative experience

Skills and Abilities:

• Working knowledge of Microsoft Suite applications (Word, Excel, Teams, Powerpoint)
• Effective written and oral communication skills
• Excellent organizational skills
• High attention to detail
• Ability to multi-task
• Customer service oriented
• High degree of sensitivity regarding confidential client and employee information
• Ability to work independently as well as part of a team
• Ability to prioritize workload

Special Requirements:

• Must be able to obtain and retain a security clearance
• Must be US Citizen

PHYSICAL DEMANDS:

• Ability to reach with hands, fingers and arms
• Ability to sit, stand and walk
• Occasionally lift up to 25 pounds
• Kneel crouch, bend

WORKING ENVIRONMENT:

• Work is generally performed indoors in an office setting
• Minimal exposure to noise and outside elements

North Wind offers a competitive pay and benefits package to include health, life, and disability insurance benefits, 401(k) with company match, generous paid leave and tuition reimbursement for eligible employees. As a company, we are committed to employee wellness, professional development, and work-life balance. We value safety, reliability, and commitment to our people! For more information about our benefits or hiring philosophy, visit the North Wind Career Opportunities Page.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The nature of those accommodations will be determined on a case-by-case basis. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact our Helpline +1.208.528.8718 or use the Request for Reasonable Accommodation form to get assistance.

North Wind is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion, or other legally protected status. All qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability.

Proof of citizenship will be required as a condition of employment.

Candidates may be required to obtain and hold a Secret or Higher US Government Clearance.