Executive Administrative Assistant

Banner Quality Management Inc. (BQMI) is seeking an experienced, detail-oriented Executive Administrative Assistant with excellent organization skillsto support the Office of Safety and Mission Assurance (OSMA) at NASA Johnson Space Center located in Houston, Texas. This role serves as the central point of coordination for office management, executive support and travel, and communications.

BQMI is a small woman owned business with headquarters in Friendswood, Texas. Our core values of Inspiration, Innovation, Excellence, Integrity, and Trust assist us in aligning our tactical goals and objectives with our corporate strategy. We continue to surround ourselves with a network of people that also believe in these values and have the knowledge, experience, and ethics to push us to be the best possible team for our customers. Join our team of employees that are located all over the United States working on NASA and Department of Defense contracts.

Essential Duties & Responsibilities:

• Provide onsite and offsite administrative support to the executives in the Office of Safety and Mission Assurance (OSMA).
• Collaborate with the OSMA team at NASA Headquarters.
• Maintain office calendars, disseminate updates/actions, and manage electronic distribution to staff.
• Create, populate, and maintain distribution lists.
• Update Microsoft Teams Channels and SharePoint sites.
• Coordinate organizational chart updates with the NASA Safety Center (NSC) team.
• Provide preparational meeting support, including communications to attendees, preparing/distributing agendas, reserving meeting rooms, setting up Teams and conference lines as needed, maintaining calendar invites, assembling materials, and other support as needed.
  • Provide onsite and virtual meeting support during and after the event, such as monitoring the chat, capturing meeting minutes, tracking actions, posting materials, etc
• Prepare travel and route travel authorizations and vouchers to the NASA Shared Services Center (NSSC) for both domestic and international Temporary Duty (TDY) Locations. Travel will be prepared in a timely manner in accordance with NASA procedures and using NASA-provided systems.
  • Track and report conference participation in official Agency conference reporting system.
  • Monitor travel authorizations and vouchers until fully authorized and completed while communicating errors/issues with travelers, as necessary.
  • Research domestic and foreign travel options to include in travel requests, as requested.
  • Prepare travel packets with itineraries, travel orders, and hotel information.
  • Submit travel cancellations or edits to the central travel organization.
  • Assist the traveler with the collection and preparation of documentation to complete accurate travel expense reports.
  • Submit travel expense reports within required timeframes and in compliance with Agency travel regulations.
  • Assist in preparing invitational travel and sponsored travel requests in the time frames required and with all supporting documents and signatures required.
  • Facilitate the reservation of Government vehicles to support travel.
• Draft, review and edit official correspondence.
• Prepare final documents, presentations, and signature packages.
• Maintain office supplies and submit requests for restocking.
• Retrieve, receive, open, and distribute all mail and packages.
• Travel may be required.

Essential Skills:

• Proficiency in various applications and tools such as:
  • Microsoft Office Suite: Word, Outlook, Excel, PowerPoint, Teams
  • SharePoint
  • OneDrive
  • Adobe Acrobat
• Ability to learn and follow Agency procedural requirements that prescribe specific procedures for managing and controlling communications, standards for preparing internal and external correspondence, and procedures for communications in both paper and electronic formats.
• Knowledge of travel preparation system such as Concur Government Edition (CGE) or similar.
• Strong attention to detail and excellent organizational skills
• Excellent verbal and written communication skills

Experience/Education:

• Bachelor’s degree OR 3 to 5 years of experience as an Executive Administrative Assistant or similar role
• Experience supporting a high-level organization.
• Experience with Microsoft Office applications.
• Experience using advanced functionality of Outlook Calendar application.

Personality or self-management skills:

• Professional, timely and courteous interact…