Fire & Emergency Services Administrative Assistant at Amentum

Amentum, a global leader in advanced engineering, technical, and professional services serving the US government, allies, and critical infrastructure sectors, is seeking a Fire & Emergency Services Administrative Assistant to support a unique US Navy program based on the island of Diego Garcia.

Job Responsibilities

• The Fire & Emergency Services Administrative Assistant provides critical administrative support to the Fire Chief, Emergency Management Coordinator (EMC), and Fire Marshal to ensure the efficient operation of the Fire Department. Key duties include, but are not limited to:

Administrative Support

• Provide direct administrative assistance to the Fire Chief, EMC, and Fire Marshal.
• Manage calendars, schedule meetings, and organize appointments.
• Prepare agendas, reports, and materials needed for departmental activities.
• Coordinate and handle internal and external communications, including emails, memos, and other correspondence.
• Maintain files, records, and correspondence related to fire safety, emergency management programs, and Fire Marshal activities.
• Ensure compliance with applicable laws and regulations through proper documentation.
• Regularly update records and retrieve information as needed by leadership.
• Schedule, organize, and coordinate meetings for the Fire Chief, EMC, and Fire Marshal.
• Prepare meeting materials, record minutes, and track follow-up actions to ensure timely completion.

Correspondence and Communication

• Handle routine correspondence, emails, and phone calls professionally.
• Ensure prompt responses to inquiries, routing requests to the appropriate personnel as required.
• Communicate and disseminate information to internal and external stakeholders.

Budget and Procurement Support

• Assist in tracking department budgets and expenditures.
• Support the procurement of supplies and equipment for the Fire Department and emergency management programs.
• Process invoices, receipts, and other financial documentation in compliance with procedures.

Minimum Requirements

• High school diploma or equivalent.
• At least 2-4 years of administrative experience, preferably in a public safety, emergency services, or related field.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and other relevant software.
• Strong organizational skills with the ability to manage multiple tasks and projects simultaneously.
• Excellent verbal and written communication skills to professionally handle correspondence and documentation.
• High attention to detail and accuracy in record-keeping and report preparation.
• Ability to successfully pass contract medical requirements and maintain compliance for the duration of deployment.

Preferred Qualifications

• Prior experience in an austere OCONUS (Outside the Continental United States) environment with a multi-national workforce.
• Valid country driver’s license.
• Country visa (as required in line with the U.S. Department of State Foreign Clearance Guide).
• Experience providing administrative support in a fire department, emergency services, or government/military environment.
• Familiarity with fire safety and emergency management terminology, practices, and regulations.
• Prior experience with budget tracking, procurement procedures, or financial documentation for public services.
• Strong skills in meeting coordination, including experience drafting agendas, recording minutes, and organizing follow-up tasks.

Other Responsibilities

Safety

• Amentum enforces a safety culture whereby all employees have the responsibility for continuously developing and maintaining a safe work environment. As appropriate, each employee is responsible for completing all training requirements and fulfilling all self-aid/buddy aid responsibilities, participating in emergency response tasks, and serving on safety committees and teams.

Quality

• Quality is the foundation for the management of our business and the keystone of our goal of customer satisfaction. It is our policy to consistently provide services that meet customer expectations. Accordingly, each employee must conform to the Amentum Quality Policy and carry out job activities in compliance with applicable Amentum Quality System documents and customer contracts. Each employee must read and understand his/her Quality Management and Customer Satisfaction responsibilities.

Procedure Compliance

• Each employee must read, understand, and implement the general and specific operational, safety, quality, and environmental requirements of all plans, procedures, and policies pertaining to this job.