Administrative Assistant (CENTCOM Public Affairs Directorate)

Hoplite Group•Tampa, FL

4d•Onsite

About The Position

Hoplite Group is seeking Administrative Assistants to support contracted services for the U.S. Central Command (CENTCOM) Public Affairs Directorate (CCPA). This contract will include executing communication strategies and ensuring accurate, timely information to U.S. and regional audiences. It will employ digital tools to monitor, collect, translate, and analyze traditional and social media across CENTCOM’s 21-nation area of responsibility, supporting senior leader decision-making, correcting misinformation, and aiding counter-propaganda efforts. Services will include strategic communication planning, media engagement, crisis response, training, and quality assurance. The two (2) Administrative Assistants will provide essential administrative support to the CCPA (Central Command Public Affairs) team, ensuring seamless day-to-day operations in a high-tempo environment. Serving as key points of contact for internal and externalcommunications, they will facilitate organizational efficiency and support leadership priorities.

Requirements

Must have a minimum TS/SCI clearance prior to Contract award. Interim clearances will not be considered acceptable.
Minimum 2–3 years of experience in administrative support, preferably within a DoD or military environment.
Demonstrated ability to manage communications and coordinate across diverse teams, including senior leadership.
Exceptional communication and interpersonal skills, with the ability to operate effectively in a fast-paced, high-pressure setting.
Strong organizational and time management skills, with the ability to prioritize multiple tasks and meet deadlines.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with Defense Travel System (DTS).
High attention to detail in document preparation, records management, and correspondence handling.
Ability to maintain confidentiality and handle sensitive information in accordance with security protocols.
Flexibility to work outside of regular hours as needed for emergencies or unforeseen events.

Nice To Haves

Experience in public affairs or community relations is a plus.
Knowledge of DoD administrative regulations, including FOIA, DOPSR, and TMT processes, is advantageous.

Responsibilities

Provide direct administrative support to CCPA Leadership, including scheduling, meeting coordination, and task management.
Organize and maintain leadership calendars, ensuring strategic alignment of appointments and engagements.
Prepare briefing materials, read-ahead packages, and reports for leadership meetings and events.
Coordinate and schedule meetings, secure venues, and manage logistics for tele/videoconferences and in-person engagements.
Facilitate travel arrangements for CCPA personnel, including processing travel authorizations and vouchers in the Defense Travel System (DTS).
Ensure compliance with government travel policies and budgetary guidelines.
Serve as the first point of contact for inquiries, directing communications appropriately via phone, email, or official correspondence.
Draft, edit, and proofread internal and external documents to ensure compliance with CENTCOM and Department of the Air Force standards.
Maintain and oversee the CCPA records management system, ensuring accuracy, compliance, and accessibility of administrative files.
Maintain and update key distribution lists, personnel rosters, and contact databases.
Track and manage personnel-related administrative records, ensuring up-to-date documentation.
Assist in planning and executing CCPA-sponsored events, meetings, and engagements, ensuring all logistical and administrative needs are met.
Coordinate resource allocation, prepare event materials, and provide on-site administrative support as needed.
Efficiently manage leadership calendars, ensuring strategic alignment of appointments and engagements.
Coordinate and organize meetings, teleconferences, and in-person engagements for CCPA leadership.
Prepare and distribute briefing materials, read-ahead packages, and reports for leadership meetings and events.
Facilitate and coordinate travel arrangements for CCPA personnel, ensuring timely processing of travel authorizations and vouchers through DTS.
Ensure compliance with government travel policies and budgetary guidelines.
Draft, edit, and proofread internal and external communications, ensuring adherence to CENTCOM and Department of the Air Force standards.
Manage and respond to inquiries, ensuring they are directed to appropriate sections and addressed in a timely manner.
Maintain an organized and accessible records management system, ensuring compliance with CENTCOM policies and regulations.
Update and manage personnel-related administrative records, ensuring accuracy and up-to-date documentation.
Plan and coordinate CCPA-sponsored events, meetings, and engagements, ensuring all logistical and administrative needs are met.
Prepare event materials, allocate resources, and provide on-site administrative support for events.
Administer and process staff procedures, personnel actions, and documentation efficiently and accurately.
Ensure timely completion of personnel-related administrative actions and accurate record-keeping.
Act as the primary point of contact for internal and external inquiries, ensuring they are directed appropriately.
Ensure 95% of inquiries are addressed within 24 hours, with feedback indicating satisfaction with the service.
Search and collect data from diverse sources, including online platforms, databases, publications, and reports.
Analyze the collected information to identify trends, patterns, and insights that may be valuable for theorganization. This will involve data analysis, content analysis, or other analytical techniques.
Evaluate the credibility and reliability of the information gathered to ensure that accurate andtrustworthy data is used for decision-making.
Prepare reports, summaries, or presentations based on analysis to communicate findings to relevant stakeholders within the organization.
Continuously monitor sources for new information relevant to the organization and set up alerts or notifications to ensure timely awareness of important developments.
Assess potential risks and opportunities based on the information gathered, helping the organization tomake informed decisions and mitigate potential threats.
Collaborate with other Specialists or departments within the organization to share insights and coordinate responses to emerging issues.
Stay updated on tools and technologies used for information gathering and analysis, suchas data mining software, social media monitoring tools, and analytical platforms.
Engage with external stakeholders to exchange information, collaborate on analysis efforts, and build partnerships for mutual benefit.
Ensure compliance with legal and ethical standards governing the collection and use ofpublicly and commercially available information, including privacy laws and intellectual property rights.
Provide training to colleagues on effective methods for gathering and analyzing publicly and commercially available information or contribute to the development of best practices within the organization.
During crisis situations or emergencies, provide real-time updates and analysis to support decision-making and response efforts.
Ensure the accuracy, relevance, and reliability of the information analyzed, employing rigorous quality assurance processes to maintain high standards of data integrity.
Participate in strategic planning processes by providing insights and recommendations based on the analysis of publicly and commercially available information, helping to shape the organization's goals and priorities.