Administrative Assistant

Alutiiq Solutions LLC is excited to offer an incredible opportunity in an Administrative Support role at Peterson Space Force Base. We are seeking a highly organized and proactive Executive and Administrative Support Specialist to provide comprehensive support to the 4STS Leadership team including the Director Deputy Director Chief Engineer and Flight Chiefs. The ideal candidate will expertly manage complex calendars handle communication coordinate travel and events manage information and tasks oversee office management and assist with special projects. This role is integral to the smooth operation of the leadership team providing essential support to ensure efficiency and effectiveness in all administrative functions. If you are a detail-oriented professional with a proactive approach we encourage you to apply.

The Adminstraitive Assistant will:

Executive and Administrative Support

• Provide comprehensive administrative support to the 4STS Leadership team (Director Deputy Director Chief Engineer and Flight Chiefs).
• Expertly manage complex calendars for multiple leaders proactively scheduling meetings events and travel to optimize their time and ensure preparedness.
• Proficiently handle communication on behalf of leadership including answering phones managing email correspondence drafting and editing documents and preparing presentations.
• Prepare for and support meetings including agenda creation gathering materials taking minutes tracking action items and coordinating with attendees.
• Manage and process incoming and outgoing correspondence ensuring timely and accurate handling of information.

Travel & Event Coordination

• Coordinate all aspects of travel for leadership including booking flights accommodation and ground transportation using the Defense Travel System (DTS).
• Prepare detailed travel itineraries manage expense reports and ensure compliance with travel regulations.
• Plan and execute logistics for meetings and events including reserving venues arranging catering and coordinating materials.

Information and Task Management

• Maintain a well-organized and secure filing system (both electronic and physical) in accordance with DoD and USSF guidelines.
• Expertly utilize Task Management Tools (TMT) to track manage and report on the progress of assigned tasks proactively identifying and escalating risks and issues to leadership.
• Prepare and submit various reports to leadership providing updates on tasks projects and office operations.

Office Management

• Oversee the daily operations of the administrative area ensuring a professional and organized environment.
• Manage office supplies inventory equipment maintenance and vendor relationships.
• Assist with building readiness procedures including emergency management personnel accountability and visitor processing.
• Process visitor requests handle clearances and maintain accurate visitor logs.

Special Projects & Additional Duties

• Create and coordinate staff packages for leadership review and approval utilizing the electronic Staff Summary Sheet (eSSS) process.
• Assist in maintaining and executing the Building Readiness processes including Shelter in Place Emergency Management Personnel Accountability Recall Rosters etc

Requirements:

• Education: Bachelors degree or equivalent
• Ability to keep and maintain a Secret level clearance.
• Advanced proficiencies in Microsoft Office Suite are essential to this job along with strong organizational communication and interpersonal organizational and multitasking skills.
• Proficiency in managing complex calendars and travel arrangements.
• Excellent communication and interpersonal skills.
• Experience with task management tools and office management.
• Ability to handle sensitive information with discretion and professionalism.