78 Best remote security Jobs in Huntington Station, New York (March 2026)

Administrative Assistant - Protective Security Division

2 days ago

Old Bethpage

Job Description Company Description: GXC Inc. is a Certified Service-Disabled Veteran Owned and Minority Owned Business Enterprise who specializes in protection of critical assets through the implementation of cutting-edge technology, innovative processes, and adaptation of current protection-based industry standards. Our team is comprised of military veterans and former DHS Executives who understand the evolving requirements of protection and risk mitigation. GXC offers the full spectrum of professional security services, focusing on Armed and Unarmed Protective Security Officer Services, Screening Services, Patrol and Response, Metal Detector and X-Ray Screening Technology, Training, Customer Service, and Personal Protection. Important: Applicants must be able to obtain Top Secret security clearance. This requirement is mandatory. Position Summary: The PSD Administrative Assistant provides comprehensive administrative and operational support to the Protective Security Division (PSD). This role ensures the efficient coordination of administrative activities that support division leadership, contract managers, and operational personnel. The Administrative Assistant manages a wide range of responsibilities including calendar coordination, travel arrangements, communication screening, documentation preparation, meeting coordination, and contract-related administrative tasks. The position also supports operational compliance by tracking equipment and uniform orders, monitoring Protective Security Officer (PSO) credential expirations, and reviewing inspection reports. This role requires strong organizational skills, attention to detail, discretion when handling confidential information, and the ability to manage multiple tasks in a dynamic environment while supporting the division’s operational objectives. The responsibilities of this position may vary depending on operational needs. The Administrative Assistant may perform a wide range of administrative and coordination tasks on a daily basis to support the Protective Security Division and ensure operational efficiency. Essential Functions: • Provide comprehensive administrative and operational support to the Protective Security Division (PSD) to ensure tasks are completed efficiently and in alignment with division’s operational requirements., • Manage calendars, schedules, appointments, and travel arrangements for the Protective Security Division, Contract Managers, and other leadership as required., • Screen and direct incoming communications, including phone calls and emails, to appropriate personnel within the division., • Coordinate and schedule meetings, conferences, interviews, and events; prepare meeting agendas, record meeting minutes, and follow up on action items., • Conduct research, gather data, and prepare summaries, reports, and trackers to support operational decision-making and contract compliance., • Maintain organized electronic filing systems and documentation repositories, including databases, SharePoint folders, and contract-related records., • Develop, maintain, and update templates, standard operating procedures, and documentation related to division administrative and contract processes., • Maintain strict confidentiality and accuracy when handling sensitive operational, personnel, and contract information., • Coordinate with internal departments and external partners to support division operations, personnel actions, and contract requirements., • Support onboarding and offboarding processes for personnel assigned to Protective Security contracts, including organizing documentation and coordinating required tasks across departments., • Assist with reviewing resumes and conducting preliminary phone screenings for positions., • Track and maintain records related to Protective Security Officer (PSO) credentials, ensuring timely monitoring and notification of upcoming expirations., • Monitor and manage operational reporting systems, including TrackTik, ensuring the accuracy and quality of PSO reports, inspection documentation, and incident reports., • Review daily operational reports and provide directions to PSOs when corrections or additional documentation are required., • Coordinate and publish PSO schedules using approved information technology platforms, including monitoring staffing levels, filling open posts, and adjusting schedules as needed., • Review weekly and monthly schedules, identify upcoming staffing vacancies, and coordinate coverage to maintain contract requirements., • Monitor scheduling to minimize unnecessary overtime and report scheduling or staffing issues to Contract Managers as required., • Prepare operational summaries and reports for review with Contract Managers and internal departments, including finance, to support operational oversight and billing processes., • Monitor and report post inspection activity and ensure compliance with contract requirements., • Track and coordinate procurement, ordering, and distribution of PSO uniforms, equipment, and related supplies., • Manage office supplies, equipment, and administrative resources to ensure efficient daily operations., • Coordinate travel logistics for division leadership and training-related travel for PSO personnel as required., • Correspond with clients and stakeholders regarding scheduling, operational updates, and contract-related matters as directed., • Assist with special projects, operational initiatives, and administrative tasks assigned by the Protective Security Division Director and Deputy Director, Contract Managers, or Government Contracts Manager., • Demonstrate fine motor dexterity with the ability to operate computers, keyboards, and other electronic devices for extended periods., • Ability to work consistently using electronic systems, databases, and office software platforms., • Ability to learn, understand, and retain new procedures, processes, and operational systems., • Maintain attention to detail, organization, and focus while managing multiple tasks and priorities., • Ability to work independently in a remote or office environment while maintaining productivity and accountability., • Exercise sound judgment and make timely decisions while following established policies, procedures, and workflows., • Ability to communicate effectively in written and verbal formats with internal teams, leadership, and external stakeholders., • NON-NEGOTIABLE: Ability to obtain top-secret security clearance., • Experience with TAMS (Training and Academy Management System) preferred., • Proficiency in Microsoft Excel preferred., • High school diploma or equivalent required; bachelor’s degree from an accredited college or university preferred., • Proficiency with Microsoft Office applications and electronic document management systems., • Adhere to the duties and schedules set by your management team., • Detail-oriented, highly organized, and self-motivated with the ability to manage multiple tasks and priorities., • Strong interpersonal and communication skills with the ability to interact professionally with internal teams, leadership, and external partners., • Ability to communicate effectively both verbally and in writing., • Ability to manage confidential, sensitive, and compliance-driven information with discretion and professionalism., • Willingness and ability to learn foundational concepts related to contracting and compliance requirements., • Demonstrated professionalism, including a neat appearance and courteous, professional demeanor.

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