PAE, Inc Administrative Coordinator, Sr. in McMurdo Station, Antarctica

Supporting the Most Exciting and Meaningful Missions in the World

Administrative Coordinator, Sr.

GENERAL DUTIES (not all inclusive):

  • Supervises daily Chalet operations. Manages and tracks Chalet Labor Allocations. Ensures subordinates understand their roles in the United States Antarctic Program (USAP), including Environmental, Safety and Health (ESH) and Quality Assurance requirements and goals. Maintains documentation as necessary to meet these requirements. Ensures National Science Foundation (NSF) and Antarctic Support Contract's (ASC) management administrative needs are tended to.

  • Manages ASC Station Manager's calendar and provides conference room scheduling support for the station. Maintains working informational folders and documents for ship and aircraft schedules, deployment schedules and personnel tracking, safety issues, and ASC operational templates.

  • Oversees on-ice tracking of USAP participants; production of the weekly Station Situation Report (SITREP); maintenance of emergency documentation, org. charts, and contact lists.

  • Manages short-term/transient office assignments.

  • Coordinates meetings and events as required by station management.

  • Manages Morale Trip program.

  • Co-manages Training Tracker program in collaboration with ESH.

  • Edits, publishes, and distributes Station Guides and other seasonal documentation. Oversees the production, distribution and account updates for the New York Time Digest.

  • Orders and Coordinates office equipment and supply inventory.

  • Maintains a working knowledge of USAP activities and interagency relationships. Provides informational support to USAP participants and official visitors.

  • Maintains a proactive approach to problem solving and information gathering.

  • Interacts with others in a professional manner, whether by telephone, e-mail, or in-person.

  • Handles confidential matters in accordance with management policy.

  • Supports the achievement of the Antarctic Support Contract (ASC) and National Science Foundation (NSF) goals, metrics, and contractual commitments.

  • Complies with ASC and NSF policies, procedures, and record-keeping requirements.

  • Performs administrative and secretarial duties.

  • Prepares correspondence, meeting minutes and reports.

  • Maintains, controls, and/or distributes files, correspondence, policies/procedures, reports, and directives.

  • Responsible for implementing and maintaining a safe workplace program and ensuring that safety is the highest priority in the workplace.

  • Physical activities require standard office-based tasks (typing, etc.) and occasional lifting in accordance with current ESH policies.

  • Assist with Knowledge management program.

  • Performs other duties as required.


  • Bachelor's degree or successful completion of accredited secretarial program preferred; high school diploma or GED required.

  • A valid Driver's license

  • At least 4 years’ experience in a secretarial or administrative assistant position.

  • Previous operations, supervisory, project management, or hotel/resort experience preferred.

  • Must be multi-task oriented. Must have a solid working knowledge of Microsoft Excel, Word, PowerPoint, and Outlook.

  • Experience with Access or Project are extremely helpful.

  • Willingness and ability to deploy to Antarctica for extended periods is required.

  • Must be willing and able to lift and move items, parts, assemblies and equipment up to the safety regulation maximum.

  • Must be willing and able to perform physical activities including heavy lifting, climbing in and out of equipment, crawling, and working outdoors.

  • Must successfully complete the physical, dental and psychological (if applicable) examinations as required by the NSF for deploying to Antarctica.

  • Must participate in community programs, such as “house-mouse” (chores), “daisy-picking” (cleaning-up around the station), recycling efforts & safety objectives.

  • US citizenship or US Permanent Resident Status is required.

An Equal Opportunity Employer. PAE’s hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

EEO is the Law Poster at


PAE is a leading provider of enduring support for the essential missions of the U.S. government, its allied partners and international organizations. With over 60 years of experience, PAE supports the execution of complex and critical missions by providing global logistics and stability operations, technical services and national security solutions to customers around the world. PAE has a workforce of approximately 15,000 people in over 60 countries on all seven continents and is headquartered in Arlington, VA.

In compliance with the ADA Amendments Act (ADAAA), should you have a disability and would like to request an accommodation in order to apply for a currently open position with PAE, please call Recruiting at (703) 656-6064 or email with "Disability Assistance" in the subject line.