Administrative Assistant to VP / Project Lead

JT4, LLC provides engineering and technical support to multiple western test ranges for the U.S. Air Force, Space Force, and Navy under the Joint Range Technical Services Contract, better known as J-Tech II. JT4 develops and maintains realistic, integrated test and training environments and prepares our nation's war-fighting aircraft, weapons systems, and aircrews for today's missions and tomorrow's global challenges.

JOB DUTIES - ESSENTIAL FUNCTIONS

Using basic knowledge of project management fundamentals, the incumbent individually leads relatively small projects of low to medium complexity supporting Company and customer requirements.

Employee will be responsible to perform the following functions/duties:

• Assist Project and/or /Program Managers with the daily conduct of large project/program activities involving Project tasks including:
  • Make priority determinations
  • Develop, review, and approve project documentation
  • Maintain established project portfolio
  • Establish, execute and report on project budget
  • Manage project risk
  • Monitor/control and re-plan project
  • Provide project status through project/program reviews
  • Annotate lessons learned and archive project data
  • Administer Work Management System (WMS) activities through the use of identified scheduling tools
• Follow company and Government processes and procedures as required maintaining accountability and responsibility for project schedule, budget, and requirements to deliver projects on time meeting required budget
• May be required to recruit and hire appropriate technical personnel to ensure the accomplishment of project requirements
• Use established policies, procedures, and subject matter knowledge to complete assignments of medium complexity that vary in nature and sequence
• Performs other related Project assignments as requested

RANGE POSITION DESCRIPTION

Provides senior-level program and administrative support to the Range Manager and Annex 1 leadership team. Serves as a trusted point of coordination among department managers, supervisors, employees, customers, and the corporate support teams. Exercises sound judgment, discretion, initiative, and independent prioritization in managing leadership-office activities, sensitive information, competing requirements, and time-sensitive deliverables.

Employee will be responsible for performing the following functions/duties:

• Manage and maintain the Range Manager’s calendar, appointments, meetings, priorities, deadlines, and related follow-up actions.
• Coordinate leadership meetings, staff meetings, off-site events, and customer engagements; prepare agendas, read-aheads, meeting materials, and action-item trackers.
• Compile information from functional leads and prepare monthly performance briefings, presentations, reports, memoranda, dashboards, and other leadership communications.
• Participate in recruiting and onboarding activities with Human Resources and hiring managers, including requisition tracking, interview scheduling, candidate communications, onboarding checklists, and new-hire orientation support. This position does not make final hiring decisions.
• Coordinate employee recognition, morale, engagement, retention, awards, and team-building activities in accordance with company policies.
• Serve as the primary focal point for Annex 1 timekeeping administration, including monitoring timecard completion, coordinating corrections, adding new hires, creating labor sets, and supporting timely approvals. Timecard approval authority is exercised only when specifically delegated by management.
• Serve as the primary focal point for Annex 1 travel administration; coordinate with program management-support personnel to ensure compliance with JT4 travel policies and procedures and assist employees with travel-related issues.
• Maintain organizational rosters, distribution lists, contact directories, staffing trackers, office records, and administrative files; ensure accuracy and appropriate handling of sensitive information.
• Coordinate office and administrative operations, including supplies, equipment, visitor coordination, check requests, and reimbursements.
• Generate and track purchase requisitions for Annex 1 Program Management functional areas; reconcile credit-card statements, validate charge numbers, and coordinate monthly General Services Administration vehicle billing with Logistics and Financial Budget Analysts.
• Establish and maintain administrative processes, templates, trackers, and standard operating procedures that improve efficiency, accountability, and continuity.
• Handle confidential personnel, business, customer, and leadership information with discretion; maintain records in accordance with company, customer, privacy, and records-management requirements.
• Assist with special assignments, organizational initiatives, and limited project coordination as directed.
• Follow company and Government processes and procedures as required.
• Perform other related administrative and program support assignments as requested.

REQUIREMENTS - EDUCATION, TECHNICAL, AND WORK EXPERIENCE

Must have a bachelor’s or higher degree, or any combination of formal education, training and experience equivalent to six (6) years involvement in technically demanding program or project assignments.

In addition, a Project Lead I must possess the following qualifications:

• Must demonstrate knowledge and skills in resource organization and allocation, planning and budgeting, continuous quality and process improvement, configuration management, setting and measurement of program goals
• Must have good verbal and written communication skills
• Must possess a valid, state issued driver’s license
• Must be able to obtain and maintain security clearance
• Must be a U.S. citizen

SALARY

The expected salary range for this position is $86,000 to $97,760 annually.

Note: The salary range offered for this position is a good faith description of the expected salary range this role will pay. JT4, LLC considers factors such as (but not limited to) responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as, market and business considerations when extending an offer. 

BENEFITS

• Medical, Dental, Vision Insurance
• Benefits Active on Day 1
• Life Insurance
• Health Savings Accounts/FSA's
• Disability Insurance
• Paid Time Off
• 401(k) Plan Options with Employer Match
• JT4 will match 50%, up to an 8% contribution
• 100% Immediate Vesting 
• Tuition Reimbursement

OTHER RESPONSIBILITIES

Each employee must read, understand, and implement the general and specific operational, safety, quality, and environmental requirements of all plans, procedures, and policies pertaining to their job.

WORKING CONDITIONS

This position involves work typical of an office environment with no unusual hazards. There is occasional lifting to 20 pounds, constant sitting and use of a computer terminal, constant use of sight abilities while writing, reviewing, and editing documents, constant use of speech/hearing abilities for communication, and constant mental alertness. The incumbent must possess planning/organizing skills, be able to work under deadlines, and be able to work independently with minimal supervision. The incumbent must be able to work duty days in excess of eight hours and perform shift and weekend work to meet required schedule demands.

This position may require travel. 

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of persons so classified.

Tasking is in support of a Federal Government Contract that requires U.S. citizenship. Some jobs may require a candidate to be eligible for a government security clearance, state-issued driver’s license, or other licenses/certifications, and the inability to obtain and maintain the required clearance, license, or certification may affect an employee’s ability to maintain employment.

SCC: JPM6, JABO33, A1412TW