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Hoplite Group · 1 day ago

Administrative Assistant

Tampa, FL

Full-time

Onsite

New Grad, Entry Level

Hoplite Group is seeking an Administrative Assistant to support contracted services for the U.S. Central Command (CENTCOM) Public Affairs Directorate. The role involves executing communication strategies, maintaining personnel records, and providing administrative support while ensuring compliance with DoD regulations and public affairs standards.

AdviceAnalyticsManagement ConsultingRisk ManagementTraining

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

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

Information Gathering: search and collect data from diverse sources, including online platforms, databases, publications, and reports

Analysis: analyze the collected information to identify trends, patterns, and insights that may be valuable for the organization. This will involve data analysis, content analysis, or other analytical techniques

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

Qualification

Administrative support experienceMicrosoft Office SuiteDefense Travel System (DTS)Records management practicesFOIADOPSR managementWrittenVerbal communicationDegree in related fieldOrganizational skillsTime-management skillsAttention to detailTeam collaborationFlexibility

Required

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

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)