Administrative Assistant, Senior

The Administrative Assistant, Senior will be based at Union III, Amentum site in Iraq and serve the Operations and Maintenance Support Services (OMSS) contract in support of the U.S. Department of State. This position will be responsible for high-level administrative and operational support to the Site Management team, documentation management, coordination, reporting, and workflow support across multiple departments, ensuring the smooth execution of contractual and operational deliverables in compliance with performance standards and quality requirements. The Administrative Assistant, Senior, will report to the Union III Site Manager. The duties and responsibilities listed below are representative of the nature and level of work assigned and are not necessarily all inclusive.

DUTIES:

• Responsible for maintaining a safe workplace and ensuring that safety is the highest priority in the workplace.
• Comply with all Environmental Health & Safety and Quality Assurance requirements and goals. Provide information and materials to these divisions as necessary to ensure adequate and legal documentation.
• Track operational documentation, including Letter of Technical Direction (LOTD), Levels of Effort (LOE), Technical Inspection (TI), and the Master Schedule of Work (MSOW).
• Develop, maintain, and update work orders, daily/weekly/monthly reports, staffing rosters, and accountability records for Site Management.
• Utilize and maintain the MAXIMO database to monitor and track preventive maintenance, corrective actions, and overall site operational performance.
• Assist in the preparation, review, and submission of Contract Data Requirements List (CDRL) reports, ensuring timely delivery to Site Management and the COR.
• Consolidate departmental reports and data into standardized templates for submission to the Union III Site Manager and Program Management Office (PMO).
• Coordinate with Project Leads and Supervisors for status updates, resource allocation, and task completion across various trades.
• Support personnel movement tracking, including inbound/outbound rotations, travel coordination, and accountability updates.
• Assist with procurement documentation, petty cash processes, and purchase requisition tracking to support daily operations.
• Ensure compliance with company policies, Performance Work Statement (PWS), Standard Operating Procedures (SOP), and applicable safety and quality standards.
• Review and process training requests and coordinate approved training activities.
• Maintain effective and professional relationships with supervisory and managerial personnel, as well as DOS / DOW / BSG representatives.
• Perform additional duties and projects assigned.

REQUIRED:

• Minimum Acceptable Experience Level:
• Minimum of eight (8) years of administrative Assistant, operations support, or performance management experience within a large-scale maintenance or facilities environment.
• Minimum of two (2) years in a lead or supervisory role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and strong working knowledge of MAXIMO and AMRO.
• Experience with contract documentation management, including LOTD, LOE, TI, and MSOW.
• Strong communication, coordination, and analytical skills.
• High attention to detail with excellent organizational and time management abilities.
• Ability to multitask, prioritize, and adapt to changing operational requirements.
• Familiarity with Operations and Maintenance Support Services (OMSS) and an understanding of Project/Program Operations and Performance Work Statements (PWS).
• Familiarity with embassy trade operations and U.S. Department of State stakeholders.
• Expert-level administrative and documentation management skills.
• Ability to work effectively in a multinational team environment.
• Knowledge, Skills, and Abilities:
• Strong knowledge of principles and processes involved in supporting contract responsibilities at an overseas facility.
• Prior experience supporting U.S. Department of State or U.S. Government O&M contracts.
• Understanding of Performance Work Statements (PWS) and contract deliverable requirements.
• Ability to work in a fast-paced environment, managing multiple priorities and adapting to shifting schedules.
• Cross-cultural sensitivity with an international perspective.
• Excellent organizational, analytical, and time management skills.
• Proficient computer skills, especially in Microsoft Word and Excel.
• Ability to be an active, contributing member of a team.
• Innovative mindset and the ability to serve as an agent for change.
• Excellent verbal and written communication skills for effective coordination and information dissemination.
• Education: A high school diploma or GED.
• Passport, Licenses and Certifications: As part of pre-contingency requirements, by the time the visa process starts, candidates must possess a valid passport with a minimum of 18 months remaining to expiration date with 8 blank pages. Valid drivers' license
• Security Vetting: Already possess a Moderate Risk Public Trust (MRPT) or be able to obtain a favorable MRPT certification prior to being hired is required for the position. Must maintain eligibility at the required certification level for the duration of the contract.
• Language Skills: Satisfactory English proficiency to meet job requirements and to adhere and comply with safety, health, and security measures.
• Medical: Successfully complete and pass the medical and dental examinations as required by Amentum and our customer for deployment to Iraq. Must maintain physical and dental requirements for duration of deployment.

DESIRED:

• A two- or four-year degree in business, human resources, public administration or a related field, or experience managing a small workforce is preferred.
• Previous out of home country experience and previous work experience in harsh environmental conditions are a plus.
• Knowledge of all principles and processes involved in performance management at an overseas facility.
• Successful management of multiple sites in geographically dispersed locations.
• Ability to collect, analyze and summarize data and to prepare clear and concise reports.
• Experience providing excellent customer services.
• Experience in effectively dealing with international and headquarters staff, and sensitivity to other cultures.
• Ability to work in a fast-paced environment that requires handling multiple tasks at a given time and rapidly adapting to changing priorities and schedules.
• Cross-cultural sensitivity with an international perspective.
• Excellent organizational and time management skills.
• Proven ability to exercise sound judgment and make decisions independently.
• Expert computer skills, specifically in Microsoft Word and Excel.
• Ability to become an active and functioning member of a team.
• Must have the ability to be innovative and be an agent for change.
• Expert communication skills to facilitate and disseminate information.

Experience working with Amentum

WORKING AND LIVING CONDITIONS:

This position may be located in a war zone, in an environment with harsh and dangerous working and living conditions. While performing the duties of this job, the employee may regularly be exposed to extreme and austere desert-like environment. Temperatures can reach 120- 130 degrees Fahrenheit/50-55 degrees Celsius during the summer months. Employees must be willing and able to perform regular job requirements in this austere, extreme environment, as well as willing and able to deploy to Iraq for extended periods. Work schedules are a minimum of 6 days per week and 10 hours per day, while some jobs have higher daily and weekly minimums. Employees must be willing and able to perform physical activities including, but not limited to, heavy lifting and moving of items, parts, assemblies, and equipment up to the safety regulation maximum; climbing in and out of equipment; crawling; and working outdoors. This includes being able to lift and carry 40 pounds of personal protective equipment for extended periods of time and being capable of running and 'duck & cover' during emergencies without putting oneself or others at risk.

Amentum is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, sex, sexual orientation, pregnancy (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, ancestry, United States military or veteran status, color, religion, creed, marital or domestic partner status, medical condition, genetic information, national origin, citizenship status, low-income status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law. Learn more about your rights under Federal laws and supplemental language at Labor Laws Posters .