Administrative Assistant

Description

Position Title: Administrative Assistant 

Reports to: Operations Manager

Location: New Orleans, LA

Work Schedule: Full-Time, 8:30am – 5:00pm

FLSA Status: Non-Exempt 

Position Summary: Aldevra is currently seeking a qualified Administrative Assistant to support the United States Attorney’s Office (USAO) for the Eastern District of Louisiana (EDLA) in New Orleans, LA. We are looking for someone who brings a positive attitude, strong attention to detail, clear communication, and a willingness to jump in where needed. The right person will also connect with Aldevra’s core values of SOAR: Strong Integrity and Ethics, Outstanding Teamwork, Accountability-Driven, and Relentless Pursuit of Quality.

This position is contingent upon contract award.

DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

• Scans, files, and processes Fact Witness vouchers while maintaining accurate records and organized filing systems. 
• Troubleshoots travel voucher issues and works with appropriate staff to resolve payment or processing concerns. 
• Secures travel and lodging reservations for Fact Witnesses at government rates when available. Contacts witnesses to gather necessary travel information and communicates finalized arrangements to AUSAs. 
• Prepares Fact Witness vouchers for reimbursement of expenses and assists with reconciliation of Fact Witness travel credit card accounts.  
• Pulls documentation required for monthly reconciliation. Reconciles credit transactions and resolves discrepancies associated with travel or reimbursement accounts. 
• Supports trial teams by providing necessary witness-related coordination. 
• Assists with coordinating trial preparation meetings, maintaining trial calendars, and updating spreadsheets. 
• Establishes and maintains working files that include correspondence, reports, and records pertinent to cases. 
• Develops and maintains tracking systems for ongoing cases and keeps program specialists informed of case progress and upcoming deadlines. Manages calendars of active cases, tracking hearings, trial dates, and sentencing dates. 
• Produces a wide variety of written documents and materials using multiple office software applications. 
• Integrates outputs from different software tools to create complex tables, charts, graphs, and similar products. 
• Ensures proper formatting, accuracy of data, correct spelling, punctuation, and grammar in all written materials.
• All other duties as assigned.

About Us

Aldevra was founded in 2009 by current President & CEO Rodney Marshall, a U.S. Marine Corps veteran and minority entrepreneur. The company began by selling foodservice equipment to the federal government and later expanded to include medical equipment and professional services, helping to meet a broader range of customer needs. Today, Aldevra is recognized as a top foodservice equipment dealer in the U.S., specializing in federal government sales while also growing its commercial and e-commerce customer base. Its professional services division provides federal agencies with healthcare professionals, construction and facilities managers and technicians, and administrative support. Whether it's equipment or staffing, Aldevra is committed to delivering high-quality products and timely service at the best value.

Recent accolades include:

• Foodservice Equipment & Supplies magazine 2026 Distribution Giants list 
• Foodservice Equipment Reports 2025 Top Dealer 
• VETS Indexes 5-Star Employer for 2026 Employer Awards 
• RATIONAL 2025 Premium Partner Award
• Great Place to Work® 
• 2026 Military Friendly® Employer Gold designation
• 2025 HIRE Vets Medallion Award
• ENERGY STAR® Partner
• Department of Defense Military Spouse Employment Partnership Small Business Partner
• Army Partnership for Your Success (PaYS) Partner #911

Learn more about us at aldevra.com.

Requirements

Security Requirements:

• Must be able to obtain security clearances and an access card.  

This position requires passing an extensive background check.

Mental and Physical Requirements:

This position is primarily performed in a professional office environment and requires regular use of a computer, phone, email, and office equipment.

The employee must be able to:

• Work requires prolonged periods of sitting and frequent use of a computer, keyboard, mouse, telephone, and other standard office equipment. 
• Requires ability to review electronic and printed documents, manual dexterity to enter data and prepare documents, and the ability to communicate effectively in person, by telephone, email, and virtual platforms. 
• Occasional standing, walking, bending, reaching, and lifting or carrying files and office materials weighing up to 15–20 pounds may be required. 
• Regular and reliable attendance is essential to support ongoing case management and trial preparation activities.
• Ability to maintain a high level of attention to detail and accuracy when processing financial documents, travel vouchers, and case records.

Qualifications:

• A High School Diploma or G.E.D. 
• 2 years’ minimum experience in administrative or legal setting
• Valid Real-ID state-issued driver's license
• Excellent verbal communication skills and telephone manner
• Excellent and accurate written communication
• Must have the ability to use MS Word, MS Excel, MS Outlook, MS Access, and other databases as well as Adobe Acrobat Professional.  
• Ability to meet established deadlines and work as a team player in a professional office.
• Ability to review a wide variety of documents, both legal and non-legal, including Motions and Briefs.
• Excellent attention to detail; accurate data entry
• Customer Focused and team-oriented work ethic
• Able to multi-task efficiently and accurately, focusing on quality

 Veterans and Military Spouses are encouraged to apply.

We offer you a generous benefits package including:

• Medical, Dental and Vision
• Short Term and Long-Term Disability
• Life Insurance
• Paid Time Off
• Employee 401(k) with company match
• Professional Team Environment
• Competitive Compensation

Aldevra is an equal opportunity, E-Verify employer, drug free workplace, and complies with ADA regulations as applicable. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, disability status, protected veteran status, or any other characteristic protected by law.