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Executive Administrator

Applied Research Associates, Inc. is seeking an Executive Administrator to provide on-site support in support of a Department of Defense (DoD) customer. Responsibilities include coordinates administrative and logistical details associated with the day-to-day operations of SES Executive(s). Duties are highly confidential and require broad and comprehensive knowledge of the organization's policies and operations.

The successful candidate:

  • Performs a variety of secretarial duties, which may be complex or confidential to include: travel arrangements, travel itineraries, agendas, advances, expense reports, submission of check requests, etc. May take and transcribe dictation into finished format to include: letters, memoranda, interoffice communications, confidential reports, and other corporate correspondence.
  • Anticipates and prepares daily schedule of SES's meetings and priorities. Initiates, establishes and communicates department meetings on behalf of SES Executives.
  • Manages and maintain dozens of complex calendars and schedules of senior personnel. Resolve conflicting priorities and orchestrate changes to the calendar, as required, which may include coordination, verification, and scheduling of meetings with senior government personnel, congressional members and staff, industry, and academia personnel.
  • Composes drafts of short notes, internal memos, and formal official correspondence, in addition to scheduling and attending daily, weekly, bi-weekly, etc. meetings and tracking taskers/actions. Memos and other documents shall follow the standard established for the office and shall be appropriate for senior level government officials.
  • Performs complex and routine administrative duties including but not limited to day-to-day operations and forward-planning for internal and external office-wide events, as well as assisting with website content updates and maintaining office spreadsheets and files.
  • Plans, coordinates, and confirms logistical support (transportation, badges, security clearance paperwork, audio visual support, etc.) for meetings and/or events, which may involve handing of sensitive information.
  • Escorts, greets, and provides advance information in support of external visits to the office.
  • Receives, coordinates, and responds to invitations and inquiries for the office.
  • Assists in preparing required reports and presentations, to ensure required material/content is ready for review prior to scheduled meetings, to include copying material for distribution.
  • Assists with HR functions to include government timekeeping (e.g., leave and trip reports), recruitment (e.g., outreach, scheduling interviews, PM candidate seminars), and personnel matters (e.g., set up quarterly/yearly reviews, ensure documents get signed)
  • Provides meeting and event coordination to include planning, execution, and close-out of all logistics.
  • Facilitates domestic and international travel for senior government personnel.
  • Answers the telephone, take messages and/or refer calls to other individuals, as appropriate within the organization.
  • Other duties as assigned in an office environment.

Required Qualifications:

  • Bachelor’s degree or equivalent, and 5-7 years of related experience.
  • US citizen with a minimum DoD Top Secret clearance and the ability to obtain SCI access
  • Ability to work both independently and with team members to analyze and resolve issues expeditiously
  • Ability to multi-task and establish priorities to ensure deadlines are met.      

Desired Qualifications:

  • Current DoD TS/SCI security clearance
  • Highly organized and motivated team player
  • Previous experience providing administrative and analytical program support for senior executives in a government office.
  • Flexible, enthusiastic, creative, and a quick learner who can adapt to rapidly changing environments and demands in a positive manner.
  • Proven and effective written and verbal communications skills, interpersonal skills and customer focus skills.
  • Experience collaborating in a team environment, with customer, teammate and subcontractor relationships.

This position is contingent upon award of a contract expected in Spring 2020 supporting the Department of Defense.


Applied Research Associates, Inc. is an employee-owned international research and engineering company recognized for providing technically superior solutions to complex and challenging problems in the physical sciences. The company, founded in Albuquerque, NM, in 1979, currently employs over 1200 professionals. ARA offices throughout the United States and Canada provide a broad range of technical expertise in defense technologies, civil technologies, computer software and simulation, systems analysis, environmental technologies, and testing and measurement. The corporation also provides sophisticated technical products for environmental site characterization, pavement analysis, and robotics.

At ARA, employees are our greatest assets. The corporation realizes that employee ownership spawns greater creativity and initiative along with higher performance and customer satisfaction levels. ARA gives its employees the tools, training, and opportunities to take more active roles as owners. The culture is challenging; innovation and experimentation are the norm. Employees are eligible for contributions which not only add to the company’s success, but also their own through the Employee Stock Ownership Plan (ESOP). The motto, “Engineering and Science for Fun and Profit” sums up the ARA experience. For additional information and an opportunity to join this unique workplace, please visit our website at

Please apply at for the Executive Administrator position.

Education Required
  • Bachelors or better
Behaviors Required
  • Team Player: Works well as a member of a group
  • Enthusiastic: Shows intense and eager enjoyment and interest
  • Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
  • Dedicated: Devoted to a task or purpose with loyalty or integrity
Motivations Required
  • Self-Starter: Inspired to perform without outside help

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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