Administrative Assistant

ECS is seeking an Administrative Assistant to work at the NOAA Aircraft Operations Center in Lakeland, FL.  

The candidate must provide high-level administrative and operational support to the Aircraft Operations Center (AOC) Front Office. The incumbent will serve as the primary point of contact for the office, ensuring seamless coordination of schedules and travel for the Commanding Officer (CO) and Deputy Director (DD) while maintaining a professional and welcoming environment.

Communications & Reception

• Manage the primary front office phone line, responding to inquiries with a polite and professional demeanor.
• Serve as the first point of contact for visitors, including senior government officials, industry partners, and "Very Important Persons" (VIPs).
• Screen and direct communications to the CO and DD, ensuring urgent matters are prioritized appropriately.

Travel Management

• Serve as the one of the three-travel coordinators using the E2 Solutions software program.
• Initiate, schedule, and track travel authorizations and vouchers for the CO, DD, and other Front Office staff as required.
• Ensure all travel arrangements comply with federal travel regulations and agency policies.

Calendar & Schedule Coordination

• Expertly manage Google Calendars for the Front Office, ensuring all appointments are accurate and up-to-date.
• Strategically coordinate the complex schedules of the Commanding Officer (CO) and Deputy Director (DD).
• Proactively identify and resolve scheduling conflicts and ensure the principals are briefed and prepared for daily engagements.

Workflow Integration & VIP Liaison

• Act as a polished liaison between the Front Office and external VIPs, ensuring their requirements are seamlessly integrated into the CO and DD’s workflow.
• Facilitate high-priority meetings, including room reservations, attendee coordination, and material preparation.

Team Collaboration & Office Harmony

• Collaborate closely with other administrative assistants to optimize office workflows, share best practices, and provide back-up support as needed.
• Contribute to a harmonious and professional work environment through proactive communication, a positive attitude, and a commitment to team-based problem-solving.
• Coordinate multi-office administrative tasks to ensure consistent operations across the Aircraft Operations Center.

Required Qualifications & Competencies

• Customer Service Excellence: Must possess a strong customer service focus with a friendly, "polished," and professional appearance and attitude.
• Technical Proficiency: Demonstrated experience with Google Workspace (Gmail, Calendar, Docs) and specialized federal travel software (specifically E2 Solutions – this can be taught on the job).
• Interpersonal & Collaborative Skills: High level of competence in interfacing with executive-level leadership and VIPs. Proven ability to work effectively within a team of administrative professionals to ensure mission success.
• Discretion: Ability to handle sensitive information and high-pressure situations with poise and confidentiality.
• Organization: Exceptional attention to detail and the ability to manage multiple shifting priorities in a fast-paced aviation operations environment.

Performance Standards

• Calls and visitors are handled with a 100% "service-first" mentality.
• Travel authorizations are processed accurately and within required timelines.
• Calendars are maintained with zero overlapping conflicts unless specifically authorized.
• Administrative tasks are coordinated effectively with the broader team, ensuring no gaps in front office coverage or support.