Adminstrative Assistant - ASR Corporate Office, Hauppauge, New York

JOB DESCRIPTION

Administrative Assistant

Corporate Headquarters • Hauppauge, New York 11788 • On-Site Position

ASR International Corporation is a Small Business (SDB) founded in 1986 and headquartered in Hauppauge, New York. ASR provides best-value professional and technical support services-including program and project management, engineering support, construction management, quality assurance, logistics, and integrated product support-to U.S. Government agencies (Navy/NAVFAC, USAF, USACE, and others), prime contractors, and commercial clients across all 50 states and more than 40 countries worldwide. ASR is ISO 9001:2015 certified and committed to delivering innovative, cost-effective solutions to mission-critical challenges.

Position Overview

We are seeking a highly organized, detail-oriented, and professional Administrative Assistant to support operations at our Corporate Headquarters in Hauppauge, NY and regional office in Pensacola, FL. This key role provides direct administrative support to the President & CEO and members of the executive leadership team. The position also carries significant responsibility for insurance administration, including coordination with brokers/carriers, processing Certificates of Insurance (COIs) to satisfy contractual requirements, and supporting employee benefits programs.

The ideal candidate will have advanced proficiency in the Microsoft Office Suite, excellent written and verbal communication skills, and proven ability to handle confidential information with discretion. Experience with insurance processes or government contracting is highly desirable. This is a full-time, on-site position with no remote work option.

Key Duties and Responsibilities

Insurance Administration

• Serve as the primary administrative point of contact for all corporate insurance matters, coordinating closely with insurance brokers, carriers, and internal stakeholders (finance, contracts, operations).
• Prepare, review, customize, and distribute Certificates of Insurance (COIs) and policy endorsements to satisfy insurance requirements in government contracts, subcontracts, leases, and vendor agreements.
• Maintain organized insurance policy files, renewal calendars, and compliance records; proactively track policy expiration dates and coordinate timely renewals and updates with brokers.
• Assist with insurance claims intake, documentation gathering, and liaison with carriers and adjusters as needed.
• Support employee benefits administration (medical, dental, vision, life, disability) by assisting with enrollment paperwork, answering basic employee inquiries, and coordinating with Human Resources and benefits brokers.

Executive & Leadership Support

• Provide high-level administrative support to the President & CEO and senior leadership team, including complex calendar management, scheduling and coordinating meetings (in-person and virtual), preparing agendas, briefing materials, and presentations, and tracking action items to completion.
• Draft, edit, proofread, and format professional correspondence, internal memoranda, reports, proposals, and other documents using Microsoft Word, Excel, and PowerPoint with a high degree of accuracy and polish.
• Coordinate logistics for meetings, leadership offsites, visitor hosting, and special corporate events; take and distribute meeting minutes when required.

Office Administration & General Operations

• Manage front-desk operations: professionally greet visitors, answer and route incoming calls on a multi-line system, manage incoming/outgoing mail, packages, and courier services.
• Maintain inventory of office supplies and equipment; place orders and coordinate with vendors and building management to ensure a well-functioning headquarters office.
• Provide backup administrative support to Human Resources functions, including new-hire onboarding paperwork processing, I-9 form verification assistance, and maintenance of personnel files in compliance with applicable regulations.
• Perform other administrative duties and special projects as assigned to support the efficient and professional operation of Corporate Headquarters.

Required Qualifications

• Associate's degree in Business Administration, Office Management, Communications, or a related field; Bachelor's degree strongly preferred. Equivalent combination of education and extensive relevant experience will be considered.
• Minimum of four (4) years of progressive administrative experience, with at least two (2) years providing direct, high-level support to C-suite executives or senior leadership in a corporate, professional services, or government contracting environment.
• Advanced, demonstrated proficiency in the full Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, and SharePoint). Must be able to independently create professional correspondence, complex spreadsheets with formulas/pivot tables, polished presentations, and manage shared calendars and document libraries.
• Exceptional organizational skills, time management, and attention to detail with the proven ability to prioritize competing demands, manage multiple projects simultaneously, and consistently meet deadlines in a fast-paced, dynamic environment.
• Outstanding written and verbal communication skills; professional, polished, and articulate presence when interacting with executives, government clients, vendors, and colleagues at all levels.
• Demonstrated ability to exercise sound judgment and maintain the highest level of confidentiality and discretion when handling sensitive company, financial, contractual, personnel, and client information.
• Experience with insurance administration, processing Certificates of Insurance, working with insurance brokers, or supporting employee benefits programs is strongly preferred.
• Must be legally authorized to work in the United States without current or future visa sponsorship.
• Ability and willingness to work full-time on-site at the Hauppauge, New York Corporate Headquarters (this is not a remote or hybrid position).

Preferred Qualifications

• Prior experience in the government contracting, defense, engineering, construction management, or professional services industries.
• Working knowledge of insurance terminology, federal contract insurance requirements (e.g., Defense Base Act, professional liability, general liability coverages), or risk management practices.
• Active Notary Public commission for the State of New York is a plus.

Compensation & Benefits

ASR International Corporation offers a competitive salary commensurate with experience and qualifications, along with a comprehensive benefits package that includes:

• Medical, Dental, and Vision Insurance plans
• 401(k) Retirement Savings Plan with company match (subject to eligibility requirements)
• Paid Time Off (PTO), Paid Holidays, and Sick Leave
• Life Insurance and Accidental Death & Dismemberment (AD&D) coverage
• Professional development, training, and career growth opportunities
• Supportive, collaborative work environment within a stable and growing small business dedicated to mission success for our clients.

Equal Employment Opportunity

ASR International Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, marital status, ancestry, ethnicity, or any other characteristic protected by applicable federal, state, or local law. We actively encourage any qualified individual with to apply and join our team.