Administrative Assistant (Entry Level) - NOAA

INNOVIM is seeking a highly professional and detail-oriented Administrative Assistant to support front office operations, visitor control, and administrative coordination within a secure federal facility environment. This role serves as the first point of contact for visitors and staff, ensuring compliance with security procedures while delivering exceptional customer service.

Location: Onsite Wallops Island, VA

The Administrative Assistant plays a critical role in maintaining facility security, operational continuity, and effective communication across organizational components. By managing controlled access, coordinating official visits, and supporting administrative processes, this position directly contributes to mission success while shaping the overall experience of visitors, stakeholders, and internal personnel.

The ideal candidate demonstrates strong organizational skills, sound judgment, and the ability to operate effectively in a structured, security-conscious environment.

Key Responsibilities

Front Desk and Visitor Management

• Greet and assist visitors in a professional and tactful manner at the reception desk
• Control facility entry in accordance with established security procedures
• Issue, track, and collect visitor badges for domestic and foreign visitors, including dignitaries
• Ensure all visitors sign entry and exit logs and comply with facility access requirements
• Coordinate all visits with Government shift supervisors, designees, and front office staff
• Screen and route incoming calls and visitors to appropriate personnel

Visitor Coordination and Security Compliance

• Coordinate official visits involving multiple organizational elements across the installation
• Verify visitor authorization and access privileges prior to entry
• Arrange escorts for visitors when required and ensure proper access controls are followed
• Explain applicable security rules, regulations, and procedures to visitors and staff
• Maintain accurate visitor logs and records in accordance with regulatory requirements

Administrative and Office Support

• Provide general administrative support, including typing reports, correspondence, and statistical or tabular materials that may include specialized or technical terminology
• Assist staff with project coordination and track action items to ensure timely completion
• Conduct follow-up actions to ensure responses are received in accordance with established suspense dates
• Arrange meetings and appointments to support office operations and maximize participation
• Relay instructions and support procedural coordination for Government managers and staff

Operations and Communication Support

• Serve as a central point of contact for internal and external stakeholders
• Respond to general inquiries regarding facility operations and organizational functions
• Provide information services within the bounds of established security procedures

Safety and Security Monitoring

• Monitor surveillance systems and notify designated personnel of suspected security breaches
• Respond to emergency situations, including fire alarms and calls for police or medical services
• Monitor items entering and leaving the facility and verify proper property pass documentation

Required Qualifications

• Minimum of five years of relevant administrative or front office experience, preferably in a federal or secure facility environment
• Strong communication and interpersonal skills with the ability to interact professionally with all levels of staff and visitors
• Experience managing visitor control, reception operations, or similar functions
• Ability to follow established security procedures and exercise sound judgment
• Proficiency in standard office tools such as Microsoft Office Suite
• Strong organizational skills with the ability to manage multiple tasks and priorities

Preferred Qualifications

• Experience supporting federal agencies or working in controlled access environments
• Familiarity with visitor management systems and security protocols
• Experience coordinating high-visibility or multi-organization visits

Key Competencies

• Professionalism and discretion
• Attention to detail and accuracy
• Reliability and accountability
• Customer service orientation
• Ability to remain calm and responsive in emergency situations

Work Environment