Administrative Operations Support

Na Ali'i Consulting & Sales, LLC.•San Diego, CA

10h•Onsite

About The Position

Nakupuna Federal is seeking an Administrative Operations Support professional to provide proactive administrative and coordination support to the PMW 760 Front Office. This position enables efficient office operations by anticipating needs, preparing materials in advance, and maintaining organized, responsive workflows. The role ensures front office activities remain aligned, timely, and execution-focused, directly contributing to effective program delivery and communication. The primary purpose of this role is to provide proactive administrative and operational support, teaming with the Executive Operations Coordinator and Front Office Lead, by anticipating requirements, preparing ahead of need, and maintaining continuity across front office activities.

Requirements

Strong organizational discipline with attention to detail
Ability to anticipate requirements and prepare ahead of need
Proficiency in Microsoft Office applications and collaboration tools
Ability to manage multiple priorities in a fast-paced environment
Clear and concise written and verbal communication
Ability to operate independently while staying aligned with leadership intent
Associate’s degree or equivalent experience preferred
0 to 3 years of relevant administrative, program support, or office support experience
Active Secret clearance required or ability to obtain and maintain a Secret clearance.

Nice To Haves

Experience supporting senior leadership or front office operations a plus
Familiarity with high-visibility or fast-paced office environments valued
Prior military experience is highly valued
Experience in administrative, personnel, or operational support roles, such as: Yeoman (YN), Personnel Specialist (PS), Logistics Specialist (LS), Operations Specialist (OS) (junior level, admin or watch support exposure)
Experience supporting command-level administrative functions, scheduling, correspondence, or task tracking
Familiarity with military staff processes, taskers, and suspense-driven workflows
Certified Administrative Professional (CAP), Microsoft Office Specialist (MOS), or similar
Entry-level project management certification such as CAPM
Familiarity with DoD acquisition training (e.g., DAU courses) is a plus

Responsibilities

Prepare and format documents, briefings, and correspondence in advance of deadlines.
Maintain organized electronic files with consistent structure and easy retrieval.
Anticipate document needs based on upcoming meetings, taskers, and reporting cycles.
Maintain awareness of leadership priorities and upcoming engagements.
Prepare draft schedules and recommend adjustments to avoid conflicts.
Ensure meetings are scheduled with sufficient preparation time for all participants.
Prepare and distribute read-ahead materials ahead of required timelines.
Identify required inputs early and follow up to ensure completeness.
Capture meeting notes and anticipate follow-on actions without direction.
Maintain action trackers with current status and upcoming suspense awareness.
Proactively follow up on pending actions before deadlines approach.
Identify potential delays and elevate early with recommended solutions.
Anticipate routine and recurring requirements such as reports, briefs, and updates.
Prepare materials and templates in advance of known events or cycles.
Maintain current contact lists, distribution lists, and organizational references.
Ensure documents are complete, accurate, and ready for leadership review without rework.
Maintain structured repositories that support rapid access and continuity.
Archive materials in a way that supports future retrieval and use.
Maintain awareness of ongoing activities across the front office.
Identify gaps in information flow and close them proactively.
Support preparation for program reviews and engagements with minimal direction.