Overview
The Administrative Assistant provides high-level administrative and scheduling support to the Chief Executive Officer and leadership team.
Description
Position Summary
The Administrative Assistant provides high-level administrative and scheduling support to the Chief Executive Officer and leadership team. This role is responsible for calendar management, meeting coordination, task tracking, travel logistics, records management, and general administrative support to ensure efficient daily operations of the Space Force Association (SFA).
This position is administrative in nature and does not include financial authority, contracting authority, or personnel for decision-making responsibilities.

Key Responsibilities
1. CEO Schedule & Calendar Support

2. Staff Meetings & Tasker Coordination

3. Staff & Board Travel Coordination

4. Records & File Management

5. General Administrative Support

6. Volunteer Coordination (Administrative Support Only)

Authority & Limitations

Qualifications
Required
Preferred
- Manage and maintain the CEO’s calendar, prioritizing meetings and commitments.
- Coordinate meeting logistics, including scheduling, agendas, and meeting materials.
- Serve as a primary point of contact for scheduling requests involving the CEO.
- Schedule recurring staff and leadership meetings.
- Track action items and tasks resulting from meetings.
- Maintain and update task tracking tools and follow up on assigned items.
- Prepare and distribute meeting notes and action summaries as directed.
- Coordinate travel arrangements for staff traveling on SFA funds.
- Support Board travel logistics when applicable and approved.
- Ensure travel arrangements comply with SFA travel and reimbursement policies.
- Coordinate closely with the Director of Administration & Finance regarding approvals and documentation.
- Maintain organized electronic and physical filing systems.
- Support document version control, retention, and access.
- Assist with preparation and organization of Board materials and executive documents.
- Ensure records are maintained in accordance with organizational standards.
- Develop a filing system
- Provide general administrative assistance, including correspondence, document formatting, and coordination tasks.
- Support internal communications and information flow across staff.
- Assist with onboarding logistics for staff, contractors, and volunteers, as directed.
- Provide administrative support for leadership initiatives and special projects.
- Maintain volunteer records, rosters, and documentation.
- Assist with volunteer communications and scheduling.
- Support volunteer onboarding processes and materials.
- Escalate policy or compliance issues to appropriate leadership.
- No budgetary, purchasing, or contracting authority.
- No hiring, firing, or disciplinary authority.
- Works under established SFA policies and Delegation of Authority.
- Performs coordination and administrative functions only.
- Must reside in the Eastern or Central Time Zone
- Must have a quiet home office free from distractions from 8-5 EST or CST M-F
- Experience supporting senior leadership or executives
- Proven administrative or executive support experience.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- High level of discretion and professionalism.
- Proficiency with office productivity and collaboration tools.
- Experience working with the headquarters of staff of the Space Force and its major subordinate organizations. Experience with other military branches may be suitable.
- Experience in a nonprofit or association environment.
- Familiarity with Board or volunteer support functions.

Space Force Association

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Administrative Assistant