Administrative Support Assistant

Administrative Support Assistant

LOCATION:Eglin AFB, FL

JOB STATUS: Full-time

CLEARANCE:Secret

CERTIFICATION: N/A

TRAVEL: 10% CONUS

Astrion has an exciting opportunity fora Administrative Support Assistant located at Eglin, AFB inValparaiso, FL.

We are seeking a highly organized, proactive, and Administrative Support Assistant to provide comprehensive administrative, operational, and programs support to the 96th Cyberspace Test Group (CTG) Detachment 2. As a newly established unit, we require a strategic, self-starting professional who can conceptualize, build, and maintain our foundational administrative infrastructure from the ground up. The ideal candidate will take initiative to design processes, facilitate logistical workflows, and support the seamless execution of daily operations, high-level meetings, and official documentation. This role requires exceptional attention to detail, the ability to independently manage competing administrative priorities in a dynamic military test environment, and high proficiency in handling classified and unclassified information systems.

REQUIRED QUALIFICATIONS / SKILLS

• Bachelors degree and 0-3 years relevant experience.
• Current Secret Clearance with the Ability to Obtain Top Secret Clearance.
• US Citizenship Required.
• Proven experience as an Executive Assistant, Principal Administrative Assistant, or Office Manager within a military, federal, or government contracting environment.
• Skilled at prioritization and multi-tasking, with exceptional organizational, time-management, and problem-solving skills.
• Exceptional written and verbal communication skills; proven ability to draft professional correspondence independently with a keen eye for detail.
• Experience managing complex calendars and coordinating multi-faceted events.
• Ability to work independently with minimal supervision, demonstrating high initiative while collaborating effectively within a team environment.
• Advanced proficiency with the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and SharePoint site administration.

DESIRED QUALIFICATIONS / SKILLS

• Prior experience supporting a Department of Defense (DoD) military test unit, specifically within the Air Force.
• Hands-on familiarity with handling classified material and operating in both unclassified and classified environments (e.g., SIPR, JWICS).
• Familiarity with military security protocols and the administrative workflow for visit requests (e.g., DISS, JADE).
• Direct experience operating Air Force-specific administrative and personnel databases (e.g., MilPDS, VPC, LeaveWeb, PRADA).
• Prior experience assisting with Government Purchase Card (GPC) workflows and equipment custodian (ADPE) responsibilities.
• Familiarity with establishing and managing military tasker routing and formal records management systems.

RESPONSIBILITIES

• Synchronize and manage multiple complex team calendars within Microsoft and SharePoint environments to prevent scheduling conflicts and optimize meeting efficiency.
• Coordinate and schedule unclassified and classified meetings, securing physical conference rooms, managing virtual platforms (e.g., MS Teams, GVS, VTCs), and setting up secure communication lines as required.
• Facilitate the logistical execution of high-visibility events-including Commander's Calls, Integrated Test Teams (ITTs), Test Plan Working Groups (TPWGs), and Distinguished Visitor (DV) visits-by managing facility reservations, audio/visual support, and attendee coordination.
• Draft and distribute meeting agendas, compile pre-read materials, and notify participants of discussion topics well in advance of scheduled events.
• Generate and publish official meeting minutes, distribute prep materials, and monitor action items to track them through to completion for government review.
• Proactively identify gaps in personnel tracking and, on own initiative, design and present complete administrative solutions, awards trackers, and onboarding programs to leadership for implementation.
• Draft and compile administrative packages for military personnel actions within core Air Force systems (including MilPDS, VPC, PRADA, LeaveWeb, and others) to support processing of leave, performance reports, promotion recommendations, change of station assignments, TDY, and decorations.
• Coordinate administrative workflows for the onboarding (in-processing) and offboarding (out-processing) of government and contractor personnel, ensuring all check-sheets and local requirements are completed.
• Administer the logistics for the organization's quarterly and annual awards program, including tracking timelines, compiling nomination packages, and formatting submissions for government review.
• Serve as the primary liaison between the unit and military personnel offices to facilitate the flow of personnel information and resolve administrative inquiries.
• Maintain and update key organizational documents, including organizational charts, recall rosters, appointment letters, mission briefings, and leadership biographies.
• Research personnel regulations and guidelines to analyze their impact on organizational efficiency, preparing findings and administrative options for the leadership team.
• Provide day-to-day administrative support for organizational programs, conduct reviews of program operations and assisting with Human Resources process tracking.
• Prepare and submit official visit request worksheets for both government and contractor personnel to facilitate official processing by the Security Team.
• Actively analyze the Commander's schedule and administrative workflows to conceptualize, draft, and present optimized daily operating procedures and communication flows for leadership approval.
• Research governing regulations and independently draft localized administrative policies, checklists, and standard operating procedures to establish the unit's foundational office infrastructure.
• Monitor and track suspense's for critical items-including project meetings, team meetings, test meetings, test reports, and status reports-alerting responsible parties and reporting status to government leads.
• Participate in staff meetings and program management reviews to assist staff with the administrative planning, and organization of unit policies and programs.
• Generate and execute automated, standardized reports from various military and computerized administrative databases to support data-driven decision-making.
• Provide dedicated scheduling support to the Commander, proactively managing daily commitments, flagging urgent matters, coordinating calendar adjustments, and notifying all affected parties of schedule changes.
• Facilitate and set up teleconferences and virtual coordination meetings, ensuring all required participants are connected and present.
• Liaise and coordinate extensively with leadership, peers, external agencies, and contractors to exchange administrative ideas, stay current on developments, and facilitate collaborative efforts.
• Update and maintain official information, links, and documents on Air Force SharePoint sites to ensure accurate, up-to-date repository access.

Who We Are

At Astrion, we innovate, elevate, and shape the world of tomorrow. At our core is our purpose to "Be the Difference". This means we encourage our employees to take action and be the driving force for positive change. We foster an environment where innovative solutions flourish and our company continuously evolves.

We have a culture of care, empathy, and making a tangible difference within our organization and communities. We embrace continuous learning, growth, and innovation, and pushing the boundaries of what's possible. We promote collaboration and empowering our teams is at the core of our success.

Join Astrion and Be the Difference in your career and the world!

Astrion is an Equal Employment Opportunity/Affirmative Action Employer. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.