Administrative Assistant - Operational Evaluation Division

About Us

The Institute for Defense Analyses (IDA) is a nonprofit organization that provides objective analyses of national security issues. The Operational Evaluation Division (OED) is the largest research division at IDA, specializing in independent assessments of the operational effectiveness, suitability, and survivability of Department of Defense (DoD) acquisition systems.

Position Overview

We are seeking a detail-oriented and organized Administrative Professional to support the day-to-day operations of the Operational Evaluation Division (OED). The ideal candidate will assist researchers with administrative tasks, coordinate meetings and events, and help maintain division-wide inventories. This role plays a critical part in ensuring the smooth functioning of research and operational activities.

Key Responsibilities

Product Support & Forms:

• Format research products according to templates and review for appropriate security markings.
• Aid researchers with document scanning, shipping, and printing requests.
• Aid researchers in submitting required forms.
• Distribute mail.

Travel & Meeting Support:

• Help researchers with booking travel, creating requests, and processing expense reports as requested.
• Set up conference rooms, coordinate audio-visual needs, and manage Secure Video Teleconference requests.
• Assist researchers with notetaking for large meetings as requested.

Interview Support

• Provide logistical support for interviews, including scheduling, deconflicting availability, booking conference rooms, sending calendar invites to committee members, and assembling interview schedules.

Inventory & Supplies:

• Monitor and restock office supplies, coordinating with copy support and requesting additional stock as needed.
• Collect and enter data on division inventories for hardware, software, network accesses, clearances, and visit access requests.

Onboarding Support:

• Aid with onboarding consultants and new staff, ensuring all operational needs are addressed.
• Ensure offices are set up for new employees.
• Assist researchers in submitting CAC requests, clearance requests, and visit access requests.
• Send out welcome emails for new employees and answer operational policy-related questions.

Team Collaboration & Coaching

• Collaborate with the OED administrative team, editors, Operations Manager, and OED researchers to accomplish tasks.
• Provide guidance to newer administrative professionals on fulfilling job responsibilities.
• Assist with taking meeting notes as requested. 
• Other duties as assigned.

Qualifications

• A minimum of a high school diploma or equivalent with 3+ years of experience in an administrative support capacity; OR an Associate's degree coupled with 2+ years of experience; OR a Bachelor's degree coupled with 1+ year(s) of experience.
• Proven organizational skills and attention to detail.
• Strong interpersonal and communication skills, with the ability to collaborate effectively across teams.
• Ability to manage multiple tasks and prioritize workload.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) and familiarity with office equipment.
• Must be able to obtain and maintain a security clearance.
• Successful completion of a background check is required.  

Why work at IDA?

• Comprehensive benefits including diverse health insurance options, generous 11% contribution to retirement, parental leave, 20 days paid time off (which increases with tenure), and relocation reimbursement;
• Mission-oriented work at a non-profit that supports and protects our warfighters; as a non-profit, IDA employees are eligible for Public Service Loan Forgiveness (PSFL);
• Professional development including tuition reimbursement, internal and external trainings, and funding for researcher-pitched projects and publications;·
• A strong employee and corporate culture of work-life balance, including commitment to average 40-hour work weeks through flex time, partial telework options, and expectation of communication only during core business hours;
• A brand-new facility located in Alexandria’s high-tech c