Administrative Support Specialist
About The Position
This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while ensuring seamless administrative and operational support for leadership and program staff. The Administrative Support Specialist will provide support to the Air Force Life Cycle Management Center (AFLCMC/HBN). This is a full-time position located at Hanscom AFB, MA supporting the Interoperable Air and Missile Defense Branch (HBNI) of the International Command & Control and Sensors Division (AFLCMC/HBN). This organization manages a full portfolio of Middle Eastern, Pacific and Eastern European programs executing under the Foreign Military Sales/Security Assistance umbrella.
Requirements
- Must be a US citizen.
- Must hold an active Secret clearance.
- Bachelor’s degree with 3 years experience, 1 of which must be in the DoD OR, 5 years of directly related experience, 5 of which must be in the DoD.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience with Microsoft Project, SharePoint, and DoD work-flow systems.
- Excellent communication and briefing skills for senior leadership and stakeholders.
- Strong organizational and multitasking abilities in a fast-paced environment.
- Proactive problem-solving mindset with attention to detail.
Nice To Haves
- Bachelor’s degree
Responsibilities
- Keep leadership informed of mission-related issues and key updates.
- Monitor progress on various taskings and initiatives, ensuring timely execution.
- Provide information and background materials for program events.
- Draft official documents for leadership approval and signature.
- Disseminate program policies and initiative guidance across the organization.
- Interface with Foreign Nationals and Foreign Agencies overseas will be required.
- Interface with High Ranking Military/Civilian members of US and foreign nations is required.
- Schedule, coordinate, and support physical and virtual meetings.
- Prepare background information and invite required participants.
- Maintain and file meeting documentation, including attendance logs, minutes, and action items.
- Manage scheduling and technical requirements for video and on-line conferencing.
- Maintain logs and instructions for conferencing equipment setup and execution.
- Prepare correspondence, reports, papers, and briefings following applicable policies and templates.
- Maintain appointment calendars and conference room schedules.
- Answer telephones, forward messages, and respond to routine inquiries.
- Support coordination, distribution, and tracking of action items and suspense responses.
- Provide recommendations on administrative and office management processes.
- Assist with file management and document updates for the program office.
- Assist with travel planning, arrangements, and execution per the Defense Travel System (DTS) and Defense Travel Administrator’s Manual.
- Ensure proper coordination of travel documentation and logistics.
- Forward messages to program team members and provide Government-approved responses as required.
- Learn/track the Aircraft and Personnel Automated Clearance System (APACS) for the submission of country clearance data.
- Inspection/MICT software Usage, Data Gathering and Input/Maintenance.
- Unit Manning Document Usage, Data Gathering and Input/Maintenance.
Benefits
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Referral program
- Vision insurance
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
