Job Summary

The Administrative Assistant provides comprehensive administrative, clerical, and organizational support to a federal agency program and project teams. The Administrative Assistance is responsible for coordinating administrative operations, maintaining project documentation, supporting meeting logistics, managing records, preparing correspondence, and assisting with the day-to-day activities necessary for successful program execution

Supervisory Responsibilities: No

Job Classification: Permanent; Full-Time

Duty Station: Remote / Virtual

Travel: Travel up to 50%

Compensation:
This pay band reflects Chloeta’s good faith estimate of the range it expects to offer; Chloeta reserves the right to alter this range if business circumstances change.

• $22-$25 per hour

• Non-Exempt

Duties/Responsibilities

• Provide administrative and clerical support to Program Managers, project teams, and Government personnel.

• Prepare, edit, format, proofread, and distribute correspondence, reports, presentations, meeting materials, and other program documentation.

• Maintain electronic and hard-copy filing systems in accordance with federal records management requirements.

• Coordinate calendars, schedule meetings, conference calls, workshops, and training events.

• Prepare meeting agendas, record meeting minutes, distribute action items, and monitor follow-up activities.

• Organize and maintain project files, contract documentation, and administrative records.

• Assist with document management, version control, and quality review of program deliverables.

• Coordinate travel arrangements, meeting logistics, conference registrations, and travel documentation as required.

• Track project deadlines, deliverables, and administrative milestones to support timely project execution.

• Maintain office supplies, equipment inventories, and administrative resources as applicable.

• Assist with data entry, database maintenance, spreadsheet development, and routine reporting.

• Support onboarding activities for project personnel by preparing administrative documentation and coordinating required materials.

• Receive, organize, and distribute incoming correspondence and project communications.

• Provide exceptional customer service when interacting with Government personnel, contractors, and external stakeholders.

• Assist with maintaining SharePoint sites, electronic document repositories, and collaboration platforms.

• Ensure documents comply with agency formatting standards, Section 508 accessibility requirements, and quality expectations.

• Maintain confidentiality of sensitive Government information and project documentation.

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Required Skills/Abilities

• Excellent organizational and time management skills.

• Strong attention to detail and accuracy.

• Exceptional written and verbal communication skills.

• Ability to prioritize multiple assignments while meeting deadlines.

• Strong customer service and interpersonal skills.

• Ability to maintain confidential and sensitive information.

• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.

• Experience using SharePoint, Adobe Acrobat, and electronic document management systems is preferred.

• Ability to work independently with minimal supervision.

• Ability to support multiple project teams in a collaborative environment.

• Strong proofreading, formatting, and document preparation skills.

Education and Experience

• Required: Bachelor’s degree and 2 years of experience in an office setting OR High school diploma or equivalent and 6 years of experience in an office setting

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer

• This role routinely uses standard office equipment such as computers, phones, etc.

Benefits

Eligible employees receive the following benefits:

• Health, Dental and Vision Insurance

• Health Savings Account (HSA)

• MDLIVE

• Benefit Hub

• Paid Annual Leave/PTO

• Paid Sick Leave

• Paid Holidays

• 401(k)

• Basic Life

• Voluntary Life Insurance

• Accident Insurance

• Short Term Disability

• Long Term Disability

• Employee Assistance Program (EAP)

Pre-employment Requirements

Due to the nature of Chloeta’s services, this position is contingent upon completing with a satisfactory outcome some or all of the following pre-employment background screenings: government security clearance, federal and state criminal background checks, drug test (urinalysis), Motor Vehicle Record (MVR) review, educational history, employment history, and/or credit check. In accordance with the Fair Credit Reporting Act (FCRA), pre-employment background screenings will require the employee’s written authorization and will occur after acceptance of an offer of employment and prior to commencing work. Additionally, employees are required to complete the federal I-9/E-Verify process.

Drug and Alcohol Testing Policy

Employees may be subject to undergoing additional drug screens and/or alcohol testing at any time during the period of employment, including without prior notice.

EEO Statement

Chloeta provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.