Administrative Assistant - AFNWC/ST

Akima, LLC•Albuquerque, NM

2d•Onsite

About The Position

In support of the Air Force Nuclear Weapons Center (AFNWC) Headquarters Management and Administrative Support Services (H-MASS) contract, Systems Intelligence is pleased to deliver management expertise to AFNWC headquarters directorates and provide comprehensive administrative support to AFNWC Senior Leaders. This Administrative Assistant role is located at Kirtland Air Force Base (KAFB) and supports the Senior Scientific and Technical Advisor’s Office.

Requirements

An active DoD SECRET security clearance is required for consideration.
A High School Diploma or completion of the Tests of General Educational Development (GED).
Professional Communication – Exceptional written and oral communication skills required. Must have experience with composing, editing, and managing correspondence in accordance with the Air Force Tongue and Quill. Must be able to develop meeting agendas, presentations, and briefing materials for senior executives.
Organizational Acumen – A thorough understanding of organizational goals, priorities, and policies to effectively assemble reports, respond to inquiries, and resolve challenges.
Task Management – Proven ability to facilitate and track official taskers across multiple locations using designated management tools, ensuring timely and accurate completion.
Demonstrated expertise and operational competence in the following systems and software: Microsoft Office Suite (Work Excel, PowerPoint, Outlook), Collaboration Platforms (Microsoft Teams, ZoomGov), and Air Force and DoW Systems (Defense Travel System (DTS), Air Force Records Information Management System (AFRIMS), Task Management Tool (TMT).

Nice To Haves

A bachelor’s degree from an accredited institution is highly preferred.
2-4 years of relevant experience is highly preferred.

Responsibilities

Prepare, format, and edit official correspondence in accordance with Air Force writing standards, ensuring documents are free of grammatical and formatting errors; manage, screen, route, and track all incoming and outgoing correspondence to meet established suspense dates and ensure compliance with classification and handling requirements; accomplish accurate postal/mail distribution support for all internal and external correspondence, ensuring that receipt and delivery of all US Postal Service correspondence is managed in a timely manner, to include the tracking and management of all postal/mail.
Manage leadership’s calendars in Microsoft Outlook, maintaining accuracy and proactively de-conflicting priorities; coordinate all meeting logistics, including reserving rooms, arranging for audio/visual equipment, and distributing meeting materials at least 24 hours in advance of the event.
Prepare meeting agendas, presentations, and briefing materials in accordance with established timelines; assist with the planning, coordination, and on-site support of special events, such as conferences and ceremonies.
Prepare and manage travel arrangements, as requested, for leadership in accordance with the Joint Travel Regulations (JTR); prepare and reconcile travel authorizations and vouchers using DTS.
Monitor, track, and follow up on all action items and suspense items using Government-provided tools; ensure taskers are correctly routed, tracked, and closed on time, preventing delays and maintaining accountability; provide regular status updates, respond to information requests, and maintain a centralized task management system.
Maintain all electronic and paper records in compliance with Air Force Instruction (AFI) 33-322, Records Management, the approved records plan, and all governing directives; and ensure records are properly filed, labeled, stored, and disposed of in accordance with approved retention schedules and assist with records searches and retrievals as required.
Manage phone and email communications, responding to inquiries within one (1) business day, routing calls, and prioritizing messages as appropriate; coordinate all visitor access with 100% compliance with security protocols, to include pass preparation and escorting; and monitor and order office supplies to ensure adequate stock levels are maintained without interruption to office operations.