Administrative Associate

Quantech Services, Inc.; Massachusetts; On-site; USD 75,000 - 110,000; Full time

Job summary

Quantech Services, Inc. seeks a Senior Administrative Support specialist to provide high-level administrative support to senior managers at Hanscom AFB. The role demands research, concise communications, and seamless office operations across multiple programs.

The candidate will handle task monitoring, document prep, policy dissemination, and event coordination, with travel support responsibilities including DTS/NDEA processes. A Secret Clearance and 8+ years of DoD experience are required.

Qualifications

• Experience providing executive or organizational-level administrative support with increasing responsibility.
• Strong ability to draft, review, and coordinate written communications for leadership.
• Proven travel planning experience, including DTS/NDEA procedures and related reconciliations.
• Demonstrated scheduling, workflow management, and meeting coordination skills.

Responsibilities

• Keep leadership informed of issues related to the directorate's mission.
• Monitor progress toward tasking, initiatives, and schedules.
• Draft, review, and coordinate documents for leadership approval and signature.
• Disseminate program policy and guidance to organization members.
• Coordinate and support program events, meetings, and conferencing—virtual and in-person.

Skills

Executive support

Administrative support

Travel coordination

Scheduling

Document management

Education

BA/BS degree

Tools

DTS

CBA reconciliation

Job description

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Job Title

Administrative Associate

Functional Title

Senior Administrative Support

Contract position State Location

Hanscom Air Force - MA US (Primary)

Education

Bachelor's Level Degree

Job Type

Full-time

Job Description

Quantech has a requirement for a Senior Administrative Support specialist to support our DoD customer at Hanscom AFB.

The Contractor shall provide high-level Administrative Support for senior managers and members of the organizational staff. The Senior Administrative Support specialist will provide a multitude of analysis, procedural competency, and process improvement strategies with increasing levels of responsibility. This includes but is not limited to researching and compiling information pertaining to specific projects/topics, preparing factual, clear, concise, and appropriately coordinated written communications, and ensuring seamless office operations.

Responsibilities may include the following:

• Keeping Leadership Informed: Ensuring leadership is kept informed of all issues of interest that relate to the mission of the directorate.
• Task Monitoring: Monitoring progress toward the accomplishment of various taskings, initiatives, and schedules.
• Document Preparation: Drafting, reviewing, and coordinating documents for the approval and signature of leadership.
• Policy Dissemination: Disseminating program policy and specific initiative guidance to members of the organization.
• Event & Meeting Support: Supplying background information and coordination efforts for various program events.
• Meeting Coordination: Coordinating, documenting, monitoring, and supporting a variety of physical and virtual meetings and conferences.
• Participant Coordination: Preparing background information and invitations for meeting participants, and ensuring meeting documentation is properly filed IAW organizational policy.
• Meeting Documentation: Documenting and tracking attendance logs, meeting minutes, and action items with corresponding action officers.
• Conferencing & Equipment Setup: Maintaining scheduling documents and requirements for video and online conferencing setup and execution, including maintaining equipment logs and setup instructions.
• Travel Support (DTS/NDEA): Providing travel planning and execution support. This includes serving as a Non-DTS Entry Agent (NDEA) per DODFMR guidelines and assisting with Centrally Billed Account (CBA) reconciliations (Permission Level 4) without certifying/approving invoices.

JOB REQUIREMENTS

• Clearance: Secret Clearance (Required).
• Experience: Comprehensive experience providing executive and/or organizational-level administrative support with increasing levels of responsibility.
• DTS/Travel Expertise: Demonstrated experience with the Defense Travel System (DTS), Defense Travel Administrator procedures, NDEA regulations (DODFMR Vol 9, Ch 2), and CBA reconciliation protocols.
• Education & Experience Levels:
  • BA/BS degree and 8+years of experience (with at least 3 years in a DoD environment) OR
  • 12 years of experience (with at least 5 years in a DoD environment) providing administrative support.
• Operational Skills: Exceptional capability in reviewing and routing documentation, managing workflows, scheduling, and tracking/facilitating organizational tasks.

Salary information below is a general guide only. Salaries are commensurate with experience and qualifications, as well as business and market considerations.