Office Administrator / Executive Assistant

Unleash the Power of Multi-Mission Excellence: Safeguarding the Seas for the World's Navies.
Step into a world where cutting-edge technology meets unparalleled expertise. Ultra Maritime pioneers delivering multi-mission solutions that protect and empower the naval forces worldwide. With our extensive portfolio of capabilities, our innovations are utilised on naval fleets across our allied navies around the globe.
As the maritime and underwater battlespace evolves, we tirelessly push the boundaries to develop advanced specialist systems that provide our 'five-eyes' Defence customers with an unbeatable warfighting edge. From surface vessels to sub-surface operations and unmanned platforms, we are revolutionizing the way naval missions are executed.
We thrive on collaboration and partnering with our customers to ensure mission success. Our expert solutions encompass an array of game-changing technologies, including state-of-the-art sonar, radar, expendables, signature management, and naval power systems.
Join us in shaping the future of naval warfare and together, we will safeguard the seas and empower navies worldwide!
Nationality Requirements
Candidates must be eligible to obtain the relevant security clearance required for the role, due to the nature of the programmes we deliver for our customers.
Job Description
Key Responsibilities:

• Responsible for the facility's day-to-day functioning (such as maintaining company employee directory, managing meetings and other events on company calendar, office moves, distributing building access keys and back-up to security access cards, oversight of general organization and cleanliness of office areas, etc.)
• Answers phones, greet visitors and follows security procedures.
• Overseeing the office stock and replenishment of office supplies and other facility supplies as required.
• Process incoming/outgoing mail (including classified mail - needs to be packaged a certain way).
• Arrange and organize lunch or breakfast for meetings or visitors as required.
• Make domestic and international travel arrangements for senior leadership team.
• Submit, process and track expense reports.
• Manage calendars in multiple time zones and meeting coordination.
• Handle sensitive information with confidentiality and discretion.
• Active member of the engagement committee.
• Act as a backup to essential invoicing or shipping functions in support of business needs.
• Undertaking specific projects/ad hoc duties as required.

Required Skills:

• High school diploma or equivalent.
• 2+ years of experience in an administrative or office support role.
• Excellent organizational and multitasking abilities.
• Strong written, communication and interpersonal skills.
• Proficiency in MS Office (Word, Excel, PowerPoint), Outlook.
• Attention to detail and problem solving-skills.
• This position requires either a US Person or a non-US Person who is eligible to obtain any required Export Authorization.

Desired Skills:

• Bilingual in Spanish and English preferred.
• Associate's degree in business administration or related field.

Diverse & Inclusive Employer
Ultra Maritime is an equal opportunities employer that values diversity, inclusion, equity and equality. Underpinned by our values, behaviours, and policies, we want you to feel empowered to be your best and authentic self.
We promote a workplace that welcomes people from all backgrounds and cultures; believing that this will increase our diversity of thinking, and ultimately ensure we continue delivering on our commitments to our customers.
We do not discriminate based on race, religion, colour, national origin, gender identity, sexual orientation, age, marital status, veteran status, or disability status and welcome applications from all candidates.
We offer competitive benefits including medical, dental, vision, 401k match, paid time off and family leave, and much more!
This contractor and subcontractor shall abide by the requirements of 41 CFR 60-1.4(a), 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, national origin, and for inquiring about, discussing or disclosing compensation. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.
Reasonable accommodation statement: if you need an accommodation for any part of the application process, please email
Company: Ultra Maritime