Administrative Assistant

Summary

LIVE is seeking an Administrative Assistant to provide comprehensive administrative, clerical, and operational support to the Air Force Criminal Justice Information Center (AFCJIC) in Quantico, VA. This role is responsible for establishing and maintaining standardized procedures for common administrative functions across the unit to ensure consistency, compliance, and operational efficiency.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a structured, deadline-driven environment. This position requires professionalism, discretion, strong communication skills, and the ability to work proactively in support of leadership and staff.

• Monitor TMT twice daily (morning and afternoon) and distribute taskers to appropriate personnel.
• Maintain cleanliness and organization within AFCJIC designated cubicle and shared spaces.
• Coordinate meeting logistics including room reservations, setup, audiovisual configuration, and refreshments.
• Assist CJIC staff with access to and use of the OSI copy room as needed.
• Assist in scheduling appointments and coordinating calendars as required.
• Maintain and update the CJIC Admin Channel within MS Teams.
• Ensure the Admin SharePoint site remains current and properly organized.
• Prepare and format documents, reports, briefings, and presentations upon request.
• Collaborate with team members on special projects and events requiring administrative support.
• Maintain equipment inventory records, tracking sheets, and hand receipts.
• Update and manage the equipment tracker.
• Coordinate equipment destruction when required.
• Ensure all equipment accountability processes are accurate and compliant.
• Summarize daily activities.
• Update Force Development project statuses in the Project Task Planner (PTP) and other applicable tracking systems.
• Prepare for next-day priorities to ensure continuity and efficiency.

• Prioritize pending tasks based on urgency and maintain a tracking list.
• Review and update the CJIC Project Tasking Plan in preparation for upcoming activities.
• Schedule project-related meetings as required.
• Manage incoming and outgoing mail.
• Sort, distribute, and prepare packages for shipment.
• Check the mailroom at least weekly, or more frequently when deliveries are anticipated.
• Print and post the weekly conference room schedule outside the designated space.

• Attend scheduled staff meetings and provide administrative support.
• Organize and maintain both electronic and physical filing systems.
• Update project statuses for the upcoming month.
• Monitor and restock office supplies.
• Conduct supply inventory checks and place replenishment orders.
• Review the SharePoint Order Log and coordinate supply timelines with Michelle Meek.
• Monitor Joint Knowledge Online (JKO) Dashboard to ensure AFCJIC staff remain current on required training.
• Issue reminder notifications to personnel when training requirements are not met.
• Coordinate and support employee recognition initiatives.
• Assist in organizing team-building activities to foster engagement and morale.

• Compile and update the comprehensive unit supply list.
• Review the SharePoint supply wish list.
• Complete Purchase Request forms with item details and sourcing links.
• Coordinate procurement efforts with Michelle Meek.
• Summarize unit accomplishments for the quarter.
• Develop slides for the CJIC Quarterly Meeting.
• Provide consolidated project status updates for the unit.
• Conduct procedural reviews to improve administrative efficiency and effectiveness.
• Inspect workspace areas to ensure nameplates and signage are current.
• Coordinate with IT for equipment maintenance or upgrades.
• Conduct quarterly equipment asset inventory and office supply inventory.
• Assist in organizing quarterly recognition and team-building initiatives.

• Complete all required annual training and certifications.
• Ensure AFCJIC personnel are compliant with annual training requirements.
• Support planning and execution of annual unit events.
• Assist in reviewing and updating the Administrative Standard Operating Procedure (SOP) and associated documentation to ensure accuracy and regulatory compliance.
• Submit inventory for supervisory review two days prior to the second Friday of May deadline.

• Must be a US Citizen authorized to work anywhere in the US.
• Must possess a High School Degree or GED.
• Minimum 3 years’ experience conducting administrative, clerical, or office management support functions. These include workflow management, records management, inventory control, project tracking & reporting, mail run & management, training compliance monitoring, calendaring, event coordination, logistics planning, and process standardization.
• Strong organizational and time-management skills.
• Proficiency in Microsoft Office Suite, MS Teams, and SharePoint.
• Ability to manage multiple tasks and shifting priorities.
• Excellent written and verbal…