Fire & Emergency Services Administrative Assistant

Job Description

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.

Required Qualification

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.

Employees must read, speak, and comprehend English to the extent that they can perform the contract requirements and comply with installation emergency procedures.

Passport must be valid for a minimum of one (1) year or more at the time of hiring.

Ability to obtain country-specific visas per the U.S. Department of State Foreign Clearance Guide.

Ability to successfully pass contract medical requirements and maintain compliance throughout 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, 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 to 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 their 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 the job.

Working Environment

This position is located on Diego Garcia, British Indian Ocean Territory (BIOT), a remote overseas location supporting U.S. Government operations. Employees may work in office, industrial, warehouse, port, airfield, and outdoor environments and may be exposed to high temperatures, humidity, inclement weather, noise, dust, and uneven terrain. Work schedules may include evenings, weekends, holidays, and extended hours based on operational requirements.

Physical Requirements

Requirements may include prolonged sitting, standing, walking, climbing stairs, lifting up to 25 pounds regularly and 50 pounds occasionally, and working in both indoor and outdoor environments. Must be able to meet all medical, security, and deployment requirements associated with assignment to a remote overseas location.