Administrative Assistant, F-15

Astrion•Wright-Patterson AFB, OH

1d•Onsite

About The Position

Astrion is seeking a Senior FMS Administrative Assistant to support the F-15 contract and Air Force Division at Wright-Patterson AFB, Ohio. The role provides executive, program-office, operational, and administrative support to the F-15 Division and corresponding U.S. Government organizations. The assistant coordinates office operations, leadership schedules, meetings and conferences, program reviews, correspondence, travel, records, and other administrative processes. The position also supports program management and technical functions, handles classified and unclassified materials as required, and coordinates with internal teams, government customers, and external agencies. The role requires a Secret clearance and includes 0–10% travel.

Requirements

Must adapt flexibly to deadlines, changing schedules, competing priorities, and unpredictable events.
Advanced knowledge, experience, and recognized ability in the technical or professional field; ability to perform tasks and oversee junior and journeyman contractor personnel; comprehensive knowledge of applicable standards, procedures, and practices.
At least five years of executive administrative experience managing the full range of administrative functions for a large program office of at least 65 personnel and supporting senior personnel up to and including GS-15.
At least two years providing executive administrative support to an ACAT I-equivalent program, including daily operations support, coordination of senior leadership schedules, and arrangement of meetings and conferences.
Expertise in the Joint Personnel Adjudication System (JPAS) and DTS, and knowledge of the Joint Travel Regulations.
GED and at least five years of experience in the profession, including five years in the Department of Defense.
Secret clearance.

Responsibilities

Prepare and critique official correspondence; maintain office calendars; arrange front-office travel; support new-employee in-processing and administrative processes.
Coordinate with external agencies and lateral organizations, including base facilities, personnel, security, computer support, foreign disclosure, foreign travel, public affairs, and building managers, to facilitate day-to-day operations.
Organize and manage presentations and meeting materials, including minutes, agendas, and briefings, in coordination with functional managers, outside agencies, contractors, and program-office customers.
Provide integration, communication coordination, and planning expertise for acquisition, modification, and sustainment efforts.
Support, plan, coordinate, and participate in program reviews and conferences; liaise with functional directorates to compile meeting materials; prepare or manage minutes and action items afterward.
Create, identify, and maintain lists of work efforts, offices of primary responsibility, and action officers.
Support program management, financial, contracting, configuration, engineering, system integration, and logistics management activities, including reporting, files, forms, file plans, mail processing, classified-material handling, and correspondence.
Take meeting attendance, draft meeting minutes, and make travel arrangements; coordinate with Defense Travel System support personnel and review travel authorizations and vouchers for completeness, accuracy, allowable expenditures, approvals, and receipts.
Arrange domestic and foreign travel, process government travel orders in DTS, initiate foreign travel approvals through the Aircraft and Personnel Automated Clearance System, coordinate overseas travel requirements, advise travelers on required documents, assist with applications, and assemble final FMS travel documentation.
Maintain Microsoft Outlook calendars and leadership schedules to coordinate office operations.
Generate or implement procedures for typing, filing, copying, shredding, sensitive-data destruction, and document, correspondence, and action-item control; review documents for accuracy and procedural compliance.
Assist in producing databases, spreadsheets, graphics, and other products, and facilitate standardized automated forms and periodic or ad hoc reports.
Answer telephone calls and take messages for F-15 Division staff.
Plan and coordinate secure and non-secure meetings, including video teleconferences and room setup; support briefings and reports by producing visual aids and using appropriate software and SharePoint; propose or implement improvements to program-office communications processes.
Monitor and open and close conference rooms, escort visitors, and help coordinate and set up acquisition resource boards, director’s calls, and operations calls.
Monitor office supplies and assist with ordering and tracking supplies and presentation materials; assist with semiannual self-inspections; maintain and distribute emergency-management procedures.
Update the Enterprise Information Management SharePoint site; serve as Microsoft SharePoint and Wright-Patterson and Robins electronic records management records custodian; assist with official file plans using AFRIMS or other appropriate information-management systems.
Support the F-15 Division Automated Time Attendance and Production System (ATAAPS) and Defense Civilian Pay System.
Serve as passport and visa clerk, ensuring proper processing and monitoring of required documentation for government and contractor personnel.