Executive Administrative Assistant

Astrion; Hampton (VA); On-site; USD 100,000 - 110,000; Full time

Job summary

Astrion is seeking an Executive Administrative Assistant to support the Command, Control, Communications (C3C)/Kessel Run Division at Hanscom AFB, MA or Langley AFB, VA. The role requires strong calendar management, document control, and cross-agency coordination to enable senior leaders.

Responsibilities include coordinating meetings, travel via DTS, preparing briefing materials, and maintaining sensitive records for DoD programs. Must be a US citizen with an active Secret clearance.

Qualifications

• Must be a US citizen.
• Active Secret clearance required.
• Bachelor's degree in a related field; DoD experience preferred.

Responsibilities

• Provide administrative support to DoD leadership and program teams.
• Coordinate meetings, travel using DTS, and maintain records.
• Prepare correspondence and briefing materials for leadership review.
• Manage calendars, schedules, and document repositories.
• Support cross-agency communications and onboarding/offboarding as needed.

Skills

DTS

Outlook scheduling

SharePoint admin

Office 365

Meeting coordination

DoD program support

Education

Bachelor's Degree

Tools

MS Teams

Video conferencing tools

Job description

Overview

Executive Administrative Assistant

JOB LOCATION: Hanscom AFB, MA or Langley AFB, VA

SALARY RANGE: $100,000 - 110,000 annually*

*depending on experience, certifications, and qualifications

JOB STATUS: Full-time; salaried

CLEARANCE: Secret clearance required

Astrion has an exciting opportunity for an Executive Administrative Assistant providing support to the Command, Control, Communications (C3C)/Kessel Run Division, which has working offices at both Hanscom AFB, MA and Langley AFB, VA.

Kessel Run is an Air Force Division that architects and acquires the means to connect weapon systems with warfighters and decision makers to enable the warfighter to win against the pacing challenge in an era of great power competition.

This is a full time position located at either Hanscom AFB, MA OR Langley AFB, VA

REQUIRED QUALIFICATIONS:

Citizenship: Must be a US citizen

Clearance: Must have an Active Secret Clearance

PREFERRED QUALIFICATIONS / SKILLS

Preferred Qualifications

Education: Bachelor's Degree in a related field in the respective technical/professional discipline being performed

Years of experience: 3+ years of experience with speicifc experience in a DoD setting

Technical Skills

• Defense Travel System (DTS)
• Microsoft Outlook calendar management and scheduling
• SharePoint administration and document management
• Microsoft Office Suite (Word, Excel, PowerPoint, Teams)
• Meeting coordination, action item tracking, and executive-level administrative support
• Experience supporting DoD program office operations

Interpersonal Skills

• Self-starter with the ability to work independently
• Strong organizational and time management skills
• Ability to prioritize competing requirements in a fast-paced environment
• Strong written and verbal communication skills
• Ability to interact professionally with senior military officers, government civilians, and contractor personnel
• Attention to detail and ability to manage sensitive information

Responsibilities

In this Advisory and Assistance Services (A&AS) role, you will provide expert level support to Department of Defense (DoD) programs by assisting government leadership with decision-making, planning, and execution throughout the acquisition lifecycle and support all administrative functions of the C3C/KR WingC2 Branch. As a member of the administrative team, you will collaborate closely with the WingC2 Chief of Staff and Leadership to deliver exceptional service and support to the Branch.

Duties include, but not limited to:

• Provide administrative and operational support to government leadership and acquisition program teams.
• Maintain leadership awareness of mission-critical issues, priorities, and organizational initiatives.
• Track and monitor action items, taskings, suspense dates, and program deliverables.
• Prepare correspondence, reports, briefing materials, and official documents for leadership review and signature.
• Assist with Awards and Decorations for the branch.
• Branch SharePoint site content manager
• Onboarding/offboarding of personnel
• Tracking of Branch training requirements
• Coordination for Military Evaluations
• Coordinate and support meetings, conferences, and working groups, including scheduling, logistics, virtual meeting setup, and documentation.
• Develop and maintain meeting records, agendas, attendance logs, minutes, and action item trackers.
• Manage leadership calendars, conference room schedules, and organizational scheduling requirements.
• Support video teleconferencing and online collaboration platforms, ensuring proper setup and execution.
• Disseminate program policies, guidance, and organizational communications to internal and external stakeholders.
• Maintain program files, records, and document repositories in accordance with organizational procedures.
• Assist with workflow management, office operations, and process improvement initiatives.
• Coordinate, analyze, distribute, and track organizational taskings and responses.
• Support travel planning, coordination, and execution utilizing the Defense Travel System (DTS).
• Respond to routine inquiries, answer inquiries (email and MS Teams Chat), and provide administrative customer support.
• Provide recommendations to improve administrative processes, office efficiency, and organizational effectiveness.

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