Executive Administrative Assistant

Astrion; Huntsville (AL); Remote; USD 100,000 - 110,000; Full time

Job summary

Astrion is seeking an Executive Administrative Assistant to support the C3C/Kessel Run Division with executive-level admin duties for DoD programs. The role requires secrecy and DoD familiarity, with responsibilities spanning calendar management, travel support, and meeting coordination.

The position is remote but supports EST office hours for Hanscom AFB, MA and Langley AFB, VA. A Bachelor’s degree and 3+ years in a DoD setting are preferred, with an Active Secret clearance.

Qualifications

• Bachelor's Degree in a related field.
• 3+ years of experience in a DoD setting.
• Active Secret Clearance required.

Responsibilities

• Provide admin and operational support to leadership and acquisition program teams.
• Maintain leadership awareness of mission-critical issues and priorities.
• Track action items, deadlines, and program deliverables.
• Prepare correspondence, reports, and briefing materials for leadership review.
• Assist with Awards and Decorations for the branch.
• Manage Branch SharePoint site content.
• Onboard/offboard personnel and track training requirements.
• Coordinate meetings, conferences, and working groups, including scheduling and logistics.
• Develop and maintain meeting records, agendas, and minutes.
• Manage leadership calendars and conference room schedules.
• Support video conferencing and online collaboration platforms.
• Disseminate program policies and communications to stakeholders.
• Maintain program files and document repositories.

Skills

Diligence

Independent worker

Communication skills

DoD familiarity

Reading and prioritizing

Meeting coordination

Executive support

Calendar management

Travel coordination

Education

Bachelor's Degree

Tools

DTS

SharePoint

Outlook

Microsoft Office Suite

Teams

Job description

Overview

Executive Administrative Assistant

JOB LOCATION: REMOTE position supporting Hanscom AFB, MA

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 supporting Kessel Run offices at Hanscom AFB, MA, so preferred candidate would need to support the EST office hours.

Required Qualifications

Citizenship: Must be a US citizen

Clearance: Must have an Active Secret Clearance

Preferred Qualifications / Skills

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) experience
• 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
• Experience with awards and decorations

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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