Institute for Defense Analyses · 2 days ago
Administrative Assistant - Finance
Alexandria, VA
Full-time
Hybrid
Mid Level
$55K/yr - $88K/yr
4+ years expInstitute for Defense Analyses is a non-profit organization dedicated to supporting and protecting the Nation’s warfighters. The Administrative Assistant - Finance role provides comprehensive administrative support to the Finance & Accounting teams, focusing on clerical, coordination, and operational tasks to ensure smooth financial workflows.
AerospaceNational SecurityNon Profit
No H1B
Security Clearance RequiredU.S. Citizen Only
Responsibilities
Supports a wide array of Finance & Accounting administrative workstreams, offering flexible support to ensure Accounting operations remain within acceptable service levels
Supports administrative tasks for accounts payable and receivable, including scanning vendor invoices, organizing documentation, filing, and helping maintain orderly AP & AR records. Assists during staff absences or peak workload periods as needed
Assists with employee timesheet administration by sending reminder emails, tracking completion, organizing timesheet files, and ensuring timely submissions when payroll timelines are condensed
Maintains recurring internal reports; submits, maintains, and tracks office purchase requisitions, correspondence controls, and other types of data as requested. Establishes and maintains files and follows up on pending matters to ensure that schedules are met
Prepares clear, accurate documents and presentations from various sources using appropriate software tools. Formats and organizes content, creates simple charts or graphics as needed, ensures correct spelling and grammar, and confirms all materials follow required formats before submitting them for supervisor review
As instructed, maintains CFO’s calendar; makes appointments, schedules group meetings, arranges meeting rooms, responds to routine requests for information concerning office procedures, and determines which requests should be referred to the CFO or other staff members. Books CFO’s travel as needed
Scans, sorts and distributes incoming departmental mail and interoffice correspondence. Coordinates personnel and administrative forms for Finance and Accounting department and forwards for processing
Utilizes spreadsheet, graphics and database software programs to track and maintain datasets; also, may maintain information systems and databases as needed
Anticipates and prepares materials needed by the CFO for conferences, correspondence, appointments, meetings, calls, etc. Proactively informs and provides context to the CFO on matters to be considered
Coordinates office setup for new staff and other internal staff moves; processes requests for business cards, corporate credit cards, and work tickets as needed for new staff
Performs other duties as assigned
Qualification
Required
High school diploma or equivalent, with minimum five years experience or Associate degree with minimum four years experience or Bachelor's degree
Demonstrated proficiency in Microsoft Office (Word, Excel, PowerPoint) and other common office software
Proven ability to create and edit documents, spreadsheets, presentations, and graphics
Applicants must be comfortable using email systems, calendar and room-scheduling tools, search engines, and other internal systems to support daily administrative tasks
Demonstrated ability to handle proprietary or sensitive information and to operate effectively under deadlines with tact and diplomacy
Strong interpersonal skills with ability to communicate effectively orally and in writing with all levels of employees
Ability to obtain necessary security clearance
U.S. Citizenship is required
Ability to obtain and maintain a security clearance is required
Benefits
Diverse health insurance options
Generous 10% contribution to retirement
6 weeks 100% paid parental leave
20 days paid time off
Relocation reimbursement
Public Service Loan Forgiveness (PSFL)
Tuition reimbursement
Internal and external trainings
Funding for researcher-pitched projects and publications
Commitment to average 40-hour work weeks through flex time
Partial telework options
Communication only during core business hours
$300/month (IRS max) to commuter benefits
Company
Institute for Defense Analyses
Institute for Defense Analyses is an organization that offers security and science policy questions objective analysis services.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Mario Wong, Jr.
Chief Financial Officer
Alane Struss
Human Resources Business Partner
Recent News
2025-04-09
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