Administrative Operations Support

Overview

Nakupuna Federal is seeking an Administrative Operations Support professional to provide proactive administrative and coordination support to the PMW 760 Front Office. This position enables efficient office operations by anticipating needs, preparing materials in advance, and maintaining organized, responsive workflows. The role ensures front office activities remain aligned, timely, and execution-focused, directly contributing to effective program delivery and communication.

The primary purpose of this role is to provide proactive administrative and operational support, teaming with the Executive Operations Coordinator and Front Office Lead, by anticipating requirements, preparing ahead of need, and maintaining continuity across front office activities.

Responsibilities

The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned.

Administrative Support

• Prepare and format documents, briefings, and correspondence in advance of deadlines.
• Maintain organized electronic files with consistent structure and easy retrieval.
• Anticipate document needs based on upcoming meetings, taskers, and reporting cycles.

Calendar and Scheduling Support

• Maintain awareness of leadership priorities and upcoming engagements.
• Prepare draft schedules and recommend adjustments to avoid conflicts.
• Ensure meetings are scheduled with sufficient preparation time for all participants.

Meeting and Event Coordination

• Prepare and distribute read-ahead materials ahead of required timelines.
• Identify required inputs early and follow up to ensure completeness.
• Capture meeting notes and anticipate follow-on actions without direction.

Task and Action Tracking

• Maintain action trackers with current status and upcoming suspense awareness.
• Proactively follow up on pending actions before deadlines approach.
• Identify potential delays and elevate early with recommended solutions.

Front Office Operations Support

• Anticipate routine and recurring requirements such as reports, briefs, and updates.
• Prepare materials and templates in advance of known events or cycles.
• Maintain current contact lists, distribution lists, and organizational references.

Document and Information Management

• Ensure documents are complete, accurate, and ready for leadership review without rework.
• Maintain structured repositories that support rapid access and continuity.
• Archive materials in a way that supports future retrieval and use.

Coordination Support

• Maintain awareness of ongoing activities across the front office.
• Identify gaps in information flow and close them proactively.
• Support preparation for program reviews and engagements with minimal direction.

Qualifications

Skills/Qualifications:

• Strong organizational discipline with attention to detail
• Ability to anticipate requirements and prepare ahead of need
• Proficiency in Microsoft Office applications and collaboration tools
• Ability to manage multiple priorities in a fast-paced environment
• Clear and concise written and verbal communication
• Ability to operate independently while staying aligned with leadership intent
• Experience supporting senior leadership or front office operations a plus
• Familiarity with high-visibility or fast-paced office environments valued

Education/Experience:

• Associate's degree or equivalent experience preferred
• 0 to 3 years of relevant administrative, program support, or office support experience
• Prior military experience is highly valued
  • Experience in administrative, personnel, or operational support roles, such as:
    • Yeoman (YN)
    • Personnel Specialist (PS)
    • Logistics Specialist (LS)
    • Operations Specialist (OS) (junior level, admin or watch support exposure)
  • Experience supporting command-level administrative functions, scheduling, correspondence, or task tracking
  • Familiarity with military staff processes, taskers, and suspense-driven workflows

Certification:

• No specific certification required.
• Relevant certifications or training that may strengthen candidacy include:
  • Certified Administrative Professional (CAP), Microsoft Office Specialist (MOS), or similar
  • Entry-level project management certification such as CAPM
  • Familiarity with DoD acquisition training (e.g., DAU courses) is a plus

Clearance Requirements: Active Secret clearance required or ability to obtain and maintain a Secret clearance.

Work Location:

• San Diego, CA
  • Client site: Old Town Complex (OTC), 4301 Pacific Highway / PMW 760 facilities
  • Company site: TBD
• On-site support required with potential for limited telework as approved

Physical Requirements: The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:

• Ability to perform repetitive motions with the hands, wrists, and fingers.

• Ability to engage in and follow audible communications in emergency situations.

• Ability to sit for prolonged periods at a desk and working on a computer.