Senior Administrative Support Specialist

Astrion; Lexington (MA); On-site; USD 90,000 - 100,000; Full time

Job summary

Astrion seeks a Senior Administrative Support Specialist to aid DoD programs at Hanscom AFB. You will provide executive-level scheduling, meeting coordination, travel support via DTS, and document management to ensure mission success.

The role requires an active TS clearance with SCI eligibility and US citizenship, with extensive DoD experience. Expect collaboration with senior leaders and cross-functional teams in a fast-paced, mission-critical environment.

Qualifications

• Active TS clearance with SCI eligibility
• US citizen
• Bachelor’s degree plus extensive DoD experience

Responsibilities

• Provide admin support to DoD programs and government leadership
• Track action items, deadlines, and program deliverables
• Coordinate meetings, travel, and calendars for leadership
• Prepare correspondence, briefings, and official documents
• Support DoD acquisition lifecycle activities and policy adherence
• Manage meeting records, agendas, attendance, and minutes
• Assist with workflow improvements and document repositories
• Coordinate security clearances for visitors and external partners

Skills

MS Office proficiency

DoD program support

Executive scheduling

Travel coordination

Data collection & reporting

Education

Bachelor’s Degree in related field

12+ years DoD/related experience

Tools

Microsoft Office Suite

Defense Travel System (DTS)

SharePoint

Calendar management tools

MS Teams / Zoom / WebEx

Job description

Overview

Senior Administrative Support Specialist

Job Description

Astrion has an exciting opportunity for a journeyman Senior Administrative Support Specialist providing support to the Command, Control, Communications, and Battle Management Division (C3BM). Command, Control, Communications, and Battle Management (C3BM) has been tasked with delivering an integrated Department of the Air Force (DAF) Battle Network providing resilient decision advantage and enabling the USAF, USSF, Joint, and Coalition Force to win against the pacing challenge. C3BM supports execution in many different focus areas. C3BM’s main efforts are Architecture and Systems Engineering (ASE), Operational Response Team (ORT), and multiple mission integration teams such as Air, Maritime and multiple acquisitions consisting of both the Advanced Battle Management System (ABMS) and Space.

WORK LOCATION: Hanscom AFB, MA

Salary Range: $90,000 - $100,000 annually*

• depending on experience, certifications, and qualifications

JOB STATUS: Full-time; salaried

CLEARANCE: TS with SCI eligibility required

Required Qualifications / Skills

• Must have and be able to maintain and active TS Clearance with SCI eligibility
• Must be a US citizen

Preferred Qualificaitons / Skills

• Education: Bachelor’s Degree in a related field and 12 years of experience in the respective technical/professional discipline being performed, 5 of which must be in the DoD OR ,
• 15 years of directly related experience, eight of which must be in the DoD.

Technical Skills

• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• Experience utilizing the Defense Travel System (DTS)
• SharePoint administration and document management
• Calendar management and executive scheduling support
• Meeting coordination and virtual collaboration platforms (Microsoft Teams, Zoom, WebEx)
• Action item, suspense, and workflow tracking
• Preparation of executive correspondence, reports, and briefing materials
• Records management and file maintenance in accordance with DoD policies
• Data collection, analysis, and administrative reporting
• Experience supporting DoD acquisition or program management offices
• Knowledge of Air Force organizational structures and administrative processes
• Calendar management, meeting coordination, travel management
• Task management and reporting,
• Seating for the branch,
• Dissemination of policy, guidance, and information across the branch

Interpersonal Skills

• Strong written and verbal communication skills
• Exceptional organizational and time management abilities
• Ability to manage multiple priorities and competing deadlines
• Professional demeanor when interacting with senior military and civilian leadership
• Strong attention to detail and accuracy
• Excellent customer service and stakeholder engagement skills
• Ability to work independently with minimal supervision
• Strong problem-solving and critical-thinking abilities
• Collaborative team player capable of working across diverse organizations
• Ability to handle sensitive and confidential information with discretion
• Adaptability in a fast-paced, mission-focused environment
• Proactive mindset with a continuous process-improvement approach
• Strong relationship-building and coordination skills
• Ability to anticipate leadership needs and respond effectively
• High level of professionalism, reliability, and accountability

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. You will apply your technical and/or professional expertise to ensure compliance with applicable policies and regulations, contribute to mission success, and help deliver critical capabilities to the warfighter.

Duties To 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.
• 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 telephones, and provide administrative customer support.
• Provide recommendations to improve administrative processes, office efficiency, and organizational effectiveness.
• Coordinate meeting agendas.
• Manage IPT Quarterly, Biannual, and Annual events.
• Support the day-to-day mission execution of the IPTs.
• Coordinate innovation initiatives.
• Technical Exchange Facilitation:
  • Organize and moderate Technical Exchange Meetings (TEMs) between internal DoW stakeholders and external industry partners.
• Visit/Clearance Coordination:
  • Coordinate with security personnel for visitor access requests, clearance verifications for external partners entering DoW spaces, and reserve classified conference rooms.

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