Administrative Associate

Position Overview:

Provides direct administrative, personnel, and operational support to the Branch Chief and senior leadership within a military command environment. Responsible for ensuring mission continuity by executing high-level administrative functions, coordinating manpower and personnel actions, managing official correspondence, and facilitating communication across staff and leadership elements.

Primary Duties and Responsibilities

• Serve as Executive Administrative Assistant to the Branch Chief, managing daily calendar operations, battle rhythm synchronization, and deconfliction of leadership engagements.
• Draft, review, and prepare official correspondence, staff packages, and reports IAW Air Force directives, instructions, and formatting guidance.
• Schedule and coordinate internal and external meetings, VTCs, and briefings involving multi-level stakeholders, to include HQ-level personnel and external agencies.
• Utilize Task Management Tool (TMT) for tracking and responding to taskers, coordinating suspense items, and ensuring timely and accurate submission of deliverables.
• Manage conference room scheduling, event logistics, and ensure readiness of briefing materials and classified/unclassified environments.
• Coordinate official travel for leadership via Defense Travel System (DTS), ensuring compliance with Joint Travel Regulations (JTR) and AF guidance; prepare travel authorizations and process vouchers.
• Track and report all ongoing administrative activities; compile and submit monthly performance and status updates to the Contract Program Manager.
• Provide oversight and execution of administrative functions, including Records Management, award and decoration submissions, Commander's Calls, promotion ceremonies, and personnel recognition events.
• Maintain and manage collaborative knowledge systems (e.g., TEAMS, WAR) for mission-related content and organizational continuity.
• Route staff packages via eSSS, ensuring appropriate coordination and compliance with established workflow processes.
• Draft and maintain official policy letters, appointment letters, and local operating instructions.
• Act as liaison for IT support requests; maintain accountability and inventory of assigned government IT equipment.

Required Qualifications

• Demonstrated proficiency with: Microsoft Office Suite (minimum 5 years)
• Microsoft Teams (minimum 2 years)

Preferred Qualifications

• Minimum of 4 years providing direct administrative support to DoD senior leadership or command-level staff
• Strong working knowledge of Air Force administrative procedures and protocols.
• Experience with:
  
  
  
  • Task Management Tool (TMT) - minimum 2 years
  • Management Internal Control Toolset (MICT)
  • Defense Travel System (DTS) - minimum 2 years
  
  
  
  

Education Requirement

• Bachelor's degree in any field of study (required)

Security Clearance Requirement

• Must possess an active DoD Secret clearance

Work Location: This position will be on-site at Patrick SFB, FL

Please see standard Work, Physical and Mental Requirements for all Quantech roles.

Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets and fax machines.

Physical Demands This is largely a sedentary role mostly sitting; however, some filing maybe required . This would require the ability to move files, or boxes with file data, open filing cabinets and bend or stand as necessary, ability to lift up to 40lbs.

Mental Demands: Reading; communicate effectively (verbal and written); maintain emotional control and professionalism.

We hire miliary!