Administrative Assistant

Spectrum Comm Inc • Whiteman Air Force Base, MO • 15h ago

Work Status: Contingent Upon Contract Award

Be the steady force that keeps mission-critical operations organized, informed, and moving forward. We are seeking a highly capable Administrative Assistant to provide essential administrative and coordination support to the Program Integration Office (PIO) in a fast-paced Air Force environment. This role is ideal for a professional who excels at managing competing priorities, maintaining confidentiality, coordinating schedules and travel, and ensuring leadership and staff have the support they need to operate efficiently. If you are organized, adaptable, and confident working across multiple offices and systems, this is an opportunity to play a central role in a high-visibility mission support team.

Position Summary

The Administrative Assistant will provide comprehensive office and administrative support to the PIO, including meeting documentation, calendar management, contractor access coordination, TDY and travel support, visit coordination, and general office administration. The role requires strong familiarity with U.S. Air Force administrative processes, travel systems, and office applications, as well as the professionalism and discretion needed to support sensitive activities and leadership priorities.

Key Responsibilities

Document key discussion points, decisions, and lessons learned from all PIO meetings.

Manage the contractor access program and support related administrative coordination.

Build and maintain the wing bed-down calendar.

Coordinate and manage temporary duty (TDY) travel, schedules, conferences, and telecommunications.

Provide day-to-day administrative support to PIO offices across all aspects of office operations.

Support activities requiring access to Air Force administrative application suites, including systems such as MyEval, MyDecs, MyReport, MyFitness, MyBiz, AMS, MilPDS, BLSDM, DTS, and LeaveWeb.

Coordinate with the installation protocol office on visit requests involving the PIO.

Maintain organized records, schedules, communications, and administrative documentation.

Assist with planning and executing office workflows to ensure timely completion of tasks and support requirements.

Support internal coordination across multiple parts of the organization while maintaining visibility on deadlines and priorities.

Provide responsive administrative support in a dynamic environment with shifting requirements and short suspense actions.

Exercise professionalism, confidentiality, and discretion in handling sensitive information and office matters.

Requirements

Required Qualifications

Minimum of five (5) years of U.S. Air Force administrative support experience.

Qualification in Defense Travel System (DTS) and Joint Travel Regulations (JTR), with experience managing TDY orders and/or travel authorizations for personnel.

Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Zoom in a Windows environment.

Demonstrated ability to track, prioritize, and execute multiple simultaneous responsibilities across different parts of the organization.

Strong organizational skills, attention to detail, and excellent interpersonal, communication, and teamwork abilities.

Ability to exercise sound judgment, confidentiality, and discretion.

Ability to anticipate issues, troubleshoot problems, and adapt quickly to changing work demands.

Active Secret Clearance

Preferred Qualifications

Experience supporting leadership or mission-focused offices within the U.S. Air Force.

Familiarity with Air Force administrative systems and personnel support processes.

Experience coordinating official visits, meetings, and conference support in a military environment.

Prior experience supporting high-tempo or high-visibility operational programs.

Knowledge, Skills, and Abilities

Strong knowledge of Air Force administrative support functions and travel coordination processes.

Ability to manage calendars, schedules, travel, meetings, and office actions with accuracy and efficiency.

Strong written and verbal communication skills, including note-taking and meeting documentation.

Ability to manage sensitive information with professionalism and discretion.

Excellent time management skills and the ability to balance multiple tasks under deadlines.

Strong customer service mindset and the ability to work effectively with leadership, staff, and external offices.

Benefits

Health Care Plan (Medical, Dental & Vision)

Retirement Plan (401k, IRA)

Life Insurance (Basic, Voluntary & AD&D)

Paid Time Off (Vacation, Sick & Public Holidays)

Family Leave (Maternity, Paternity)

Short Term & Long Term Disability

Training & Development

Wellness Resources

Stock Option Plan

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