Administrative Assistant
1 day ago
Tampa
Job DescriptionOpportunity: Administrative Assistant Bottom Line Up Front: Hoplite Group is seeking a Administrative Assistant to support contracted services for the U.S. Central Command (CENTCOM) Public Affairs Directorate (CCPA). This contract will include executing communication strategies and ensuring accurate, timely information to U.S. and regional audiences. It will employ digital tools to monitor, collect, translate, and analyze traditional and social media across CENTCOM’s 21-nation area of responsibility, supporting senior leader decision-making, correcting misinformation, and aiding counter-propaganda efforts. Services will include strategic communication planning, media engagement, crisis response, training, and quality assurance. Administrative Assistants provide critical support to CENTCOM Public Affairs by serving as the primary interface with internal staff directorates, external DoD organizations, and media representatives, requiring strong communication and client service skills in a fast-paced environment. They handle a wide range of administrative and personnel functions, including maintaining personnel records, processing actions, preparing correspondence, and executing records management in accordance with command policies. They assist in coordinating meetings, calls, conferences, and travel arrangements, while also supporting the planning and execution of internal events. Administrative Assistants are responsible for managing inquiries, reviewing requests such as FOIAs, DOPSRs, and TMTs, and ensuring compliance with DoD regulations and public affairs standards. In addition, they maintain distribution lists and oversee document preparation and quality control. Given the dynamic nature of the mission, they must also be prepared to provide 24/7 surge support during crises or unforeseen events as directed by CCPA leadership. Location: Primary: CENTCOM HQ, MacDill AFB; other anticipated work locations include TBD travel locations within CONUS, or at locations within the CENTCOM Area of Responsibility (AOR). Travel: May be required to support CENTCOM exercises held in the CONUS, and OCONUS, specifically, Israel, Saudi Arabia, Kazakhstan, and Jordan. The component exercises are held in: Kuwait, Oman, Saudi Arabia, Pakistan, Jordan, Egypt, Bahrain, United Arab Emirates, Kazakhstan, Egypt, Lebanon, and Israel. Travel can include travel both inside and outside of the CENTCOM AOR. Level of Effort: Full-time Availability: Anticipate Spring-Summer 2026 start date. Objective: Execute the following job responsibilities in support of the CENTCOM Public Affairs Directorate: • Liaise and maintain strong, effective communications with internal and external organizations, including CENTCOM staff directorates, DoD organizations, and media reporters., • Serve as the initial point of contact for inquiries and communications, demonstrating exceptional communication and client service skills in a fast-paced environment., • Provide administrative and personnel support related to maintaining personnel records, processing personnel actions, military correspondence, and records management for CCPA personnel., • Assist in the planning and execution of CCPA internal events., • Support emergent 24/7 surge requirements outside normal working hours during crises, unforeseen events, or as directed by CCPA leadership., • Review and manage requests such as FOIAs, DOPSRs, and TMTs in accordance with DoD Principles of Information, Public Affairs SAPP considerations, and applicable regulations and statutes., • Coordinate with other directorates on DOPSR reviews, including preparing Public Release determinations and response memoranda., • Assist CCPA leadership with daily activities, including coordinating meetings, phone calls, and tele/videoconferences., • Manage scheduling tasks such as booking rooms, setting up tele/videoconferences, and preparing materials and read-aheads., • Create travel authorizations and vouchers for CCPA government personnel through the Defense Travel System (DTS)., • Respond to general inquiries across multiple mediums and forward requests to appropriate CCPA personnel., • Prepare and manage correspondence, including formatting, proofreading, and preparing internal and external documents in accordance with CENTCOM and Air Force standards., • Maintain and update distribution lists, both internally and externally, including email-based lists, digital contact rosters, and hard-copy versions., • Oversee and execute CCPA’s records management program for administrative files in accordance with command policies.General Tasks Applicable to All Personnel Supporting the CCPA:, • Assessment of Credibility: evaluate the credibility and reliability of the information gathered to ensure that accurate and trustworthy data is used for decision-making., • Reporting: prepare reports, summaries, or presentations based on analysis to communicate findings to relevant stakeholders within the organization., • Monitoring and Alerting: continuously monitor sources for new information relevant to the organization and set up alerts or notifications to ensure timely awareness of important developments., • Risk Assessment: assess potential risks and opportunities based on the information gathered, helping the organization to make informed decisions and mitigate potential threats., • Collaboration: collaborate with other Specialists or departments within the organization to share insights and coordinate responses to emerging issues., • Tool and Technology Utilization: stay updated on tools and technologies used for information gathering and analysis, such as data mining software, social media monitoring tools, and analytical platforms., • Stakeholder Engagement: engage with external stakeholders to exchange information, collaborate on analysis efforts, and build partnerships for mutual benefit., • Legal and Ethical Compliance: ensure compliance with legal and ethical standards governing the collection and use of publicly and commercially available information, including privacy laws and intellectual property rights., • Training and Development: provide training to colleagues on effective methods for gathering and analyzing publicly and commercially available information or contribute to the development of best practices within the organization., • Crisis Response: During crisis situations or emergencies, provide real-time updates and analysis to support decision-making and response efforts., • Quality Assurance: ensure the accuracy, relevance, and reliability of the information analyzed, employing rigorous quality assurance processes to maintain high standards of data integrity., • Strategic Planning: participate in strategic planning processes by providing insights and recommendations based on the analysis of publicly and commercially available information, helping to shape the organization's goals and priorities.Required Qualifications:, • Demonstrated experience providing administrative support in military, government, or fast-paced organizational environments., • Strong written and verbal communication skills, with the ability to interact effectively with senior leadership, DoD personnel, and external stakeholders, including media representatives., • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other common office productivity tools., • Experience with the Defense Travel System (DTS) for creating and managing travel authorizations and vouchers., • Knowledge of records management practices, including organizing, maintaining, and executing file plans in compliance with command policies., • Familiarity with reviewing and managing requests such as FOIAs, DOPSRs, and TMTs, and understanding of DoD Principles of Information and Public Affairs SAPP considerations., • Ability to prepare, format, proofread, and manage correspondence and official documents in accordance with CENTCOM and Air Force standards., • Strong organizational and time-management skills with the ability to coordinate meetings, conferences, schedules, and events., • Attention to detail and accuracy in managing personnel records, correspondence, and distribution lists., • Ability to work independently while also collaborating effectively within a team environment., • Flexibility to support 24/7 surge operations in response to crises, unforeseen events, or as directed by CCPA leadership.Certifications, Training, & Education:, • Top Secret/Secure Classified Information (TS/SCI) Security Clearance Required, • Associate’s or Bachelor’s degree in Business Administration, Communications, Public Affairs, or a related field (or equivalent professional experience). 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