What are the responsibilities and job description for the EXECUTIVE ADMINISTRATIVE ASSISTANT position at Quantum Research International?
Overview
Quantum Research International, Inc. (Quantum) provides our national defense and federal civilian and industry customers with services and products in the following main areas: 1) Cybersecurity and Information Operations; 2) Space Operations and Control; 3) Aviation Systems; 4) Ground, Air and Missile Defense, and Fires Support Systems; 5) Intelligence Programs Support; 6) Experimentation and Test; 7) Program Management; and (8) Audio/Visual Technology Applications. Quantum's Corporate Office is located in Huntsville, AL, but Quantum actively hires for positions nationwide and internationally. We pride ourselves on providing high quality support to the U.S. Government and our Nation's Warfighters. In addition to our corporate office, we have physical locations in Colorado Springs, CO; Crestview, FL; Orlando , FL and Tupelo, MS.
Mission
Quantum is seeking a highly organized and experienced Administrative Professional to provide administrative, operational, and organizational support within a fast-paced business and technical environment in the Huntsville, Alabama area. The selected candidate will play a key role in supporting office operations, coordinating meetings and travel, managing schedules and communications, preparing reports and presentations, and ensuring efficient execution of daily business activities.
Responsibilities
Quantum Research International, Inc. (Quantum) provides our national defense and federal civilian and industry customers with services and products in the following main areas: 1) Cybersecurity and Information Operations; 2) Space Operations and Control; 3) Aviation Systems; 4) Ground, Air and Missile Defense, and Fires Support Systems; 5) Intelligence Programs Support; 6) Experimentation and Test; 7) Program Management; and (8) Audio/Visual Technology Applications. Quantum's Corporate Office is located in Huntsville, AL, but Quantum actively hires for positions nationwide and internationally. We pride ourselves on providing high quality support to the U.S. Government and our Nation's Warfighters. In addition to our corporate office, we have physical locations in Colorado Springs, CO; Crestview, FL; Orlando , FL and Tupelo, MS.
Mission
Quantum is seeking a highly organized and experienced Administrative Professional to provide administrative, operational, and organizational support within a fast-paced business and technical environment in the Huntsville, Alabama area. The selected candidate will play a key role in supporting office operations, coordinating meetings and travel, managing schedules and communications, preparing reports and presentations, and ensuring efficient execution of daily business activities.
Responsibilities
- Provide executive administrative and operational support to senior leadership within an acquisition organization. Serve as the primary administrative coordinator for personnel actions, executive scheduling, travel coordination, staffing packages, training compliance tracking, records management, and organizational administrative processes.
- Manage executive calendars, schedule meetings, coordinate conference rooms, prepare agendas, establish Microsoft Teams meetings, and ensure effective deconfliction of competing priorities.
- Coordinate domestic and international travel requirements, including preparation and processing of travel authorizations, itineraries, vouchers, and supporting documentation utilizing the Defense Travel System (DTS) and other government systems.
- Prepare, route, track, and maintain administrative staffing packages, personnel actions, awards, hiring documents, travel requests, work schedule changes, telework requests, and other executive correspondence.
- Develop, maintain, and update administrative tracking systems, databases, status reports, suspense trackers, organizational rosters, and workflow management tools to support leadership decision-making.
- Maintain electronic and hardcopy records, filing systems, and document repositories within classified, unclassified information (CUI), and unclassified environments in accordance with applicable policies, procedures and regulations.
- Monitor and track organizational training requirements, personnel certifications, mandatory training compliance, and associated reporting requirements.
- Coordinate executive meetings, staff meetings, leadership engagements, site visits, and special events; capture meeting minutes, action items, and executive decisions as required.
- Prepare professional correspondence, briefing materials, presentations, reports, and other administrative products utilizing Microsoft Office Suite and collaborative platforms.
- Interface professionally with military, civilian, contractor, and industry personnel at all organizational levels to facilitate information flow and resolve administrative issues.
- Assist with onboarding, offboarding, personnel accountability, organizational reporting, and other workforce management activities.
- Support the preparation, routing, tracking, and archival of milestone documentation, taskings, and organizational actions utilizing government workflow and staffing systems.
- Exercise independent judgment in prioritizing workload, resolving administrative issues, and identifying process improvements to enhance organizational effectiveness.
- Maintain a professional, customer-focused work environment through positive interactions, responsiveness, discretion, and exceptional customer service.
- Perform other duties as assigned in support of organizational and mission requirements.
- Bachelor’s Degree in a related field required.
- Demonstrated experience coordinating complex administrative processes, personnel actions, staffing packages, travel documentation, and executive correspondence.
- Demonstrated proficiency with Microsoft Office Suite, including Outlook, Excel, PowerPoint, Word, Teams, and SharePoint.
- Strong organizational skills with the ability to manage multiple tasks, competing priorities, and suspense-driven actions with minimal supervision.
- Experience maintaining executive calendars, scheduling meetings, coordinating conference rooms, and deconflicting competing priorities.
- Ability to track, maintain, and manage administrative records, personnel documentation, and status reporting tools with a high degree of accuracy.
- Strong written and verbal communication skills with the ability to interact professionally with senior leaders, staff members, and external stakeholders.
- Demonstrated attention to detail and ability to review administrative packages for completeness, accuracy, and compliance with established procedures.
- Ability to obtain and maintain a government security clearance, as required.
- 5 years of experience providing executive administrative support to senior government, military, or corporate leaders.
- Experience supporting Department of War, Army, PEO, PM, or acquisition organizations.
- Familiarity with Army administrative systems, personnel actions, travel processes, and training management requirements.
- Experience coordinating hiring actions, awards, personnel packages, travel requests, and executive staffing actions.
- Experience developing and maintaining tracking systems, dashboards, status reports, and workflow management tools.
- Working knowledge of DTS, ATAAPS, ACTEDS, ETMS2, SharePoint, and other Army administrative systems.
- Experience onboarding personnel, coordinating in-processing/out-processing activities, and maintaining organizational rosters.
- Ability to independently identify administrative issues, recommend solutions, and resolve problems without extensive supervision.
- Demonstrated ability to establish positive working relationships across diverse organizations and represent senior leadership in a professional manner.
- Strong customer service orientation with a reputation for professionalism, responsiveness, discretion, and teamwork.