Executive Administrative Assistant

Executive Administrative Assistant

Banner Quality Management Inc. (BQMI) is seeking a highly organized and detail-oriented Executive Administrative Assistant to support the Security Office. The right candidate will provide comprehensive management, operational, and administrative support to ensure the efficient and effective operation of the organization. This role serves as a central point of coordination for office management, executive support, communications, records management, and data administration. This position requires the candidate possess a SECRET SECURITY CLEARANCE.

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 who 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 employees located all over the United States who are working on NASA and Department of Defense contracts.

Key Responsibilities

Administrative & Executive Support

• Provide high-level administrative support, including document preparation, correspondence, presentations, and distribution of information.
• Support organizational operations to ensure efficiency and effectiveness of management procedures.
• Track action items, prepare meeting minutes, and coordinate follow-ups.
• Develop standard operating procedures (SOPs) and assist with process improvement initiatives.

Office Management & Front Desk Operations

• Provide front desk coverage, including greeting visitors, managing access control, and offering administrative assistance.
• Support visitor request processes to ensure appropriate authorization and access compliance.
• Manage office logistics, supply inventory, and replenishment coordination.
• Assist with personnel move coordination and related documentation.

Meeting & Event Coordination

• Schedule and organize meetings, conferences, and events, including reserving conference rooms and facilities.
• Manage scheduling through iCrane SharePoint calendar and other tools.
• Coordinate logistics, materials, and communications for all events.

Document & Records Management

• Prepare, review, track, and manage documents such as memos, letters, visit requests, property passes, and internal communications.
• Maintain document control systems, including sequential numbering and tracking logs.
• Perform records management duties, including acting as Records Liaison when requested.
• Ensure proper document retention, formatting, and compliance with records management standards.
• Maintain document repositories, databases, and archives (physical and digital).

Data & Information Management

• Input, manage, and analyze data across multiple databases and systems.
• Generate reports, metrics, and analyses to support business operations.
• Support full data lifecycle management including collection, validation, storage, and reporting.
• Maintain data integrity and evaluate business management systems and tools.

Collaboration Tools & Systems Administration

• Administer and maintain collaboration tools such as SharePoint (iCrane), Fusion, and other platforms.
• Manage document libraries, enterprise lists, and site collections.
• Provide support for database and document management systems.

Communications & Content Development

• Develop and disseminate communications across multiple platforms (email, digital systems, social media, etc.).
• Create and manage presentations, briefings, and training materials.
• Support social media and internal communications platforms by generating content and analyzing engagement trends.
• Communicate technical and non-technical information clearly to diverse audiences.

Training & Organizational Support

• Develop instructional materials including user guides, tutorials, and training courses.
• Support organizational learning initiatives and process education.
• Facilitate communication of new processes, tools, and operational changes.

Process Improvement & Problem Solving

• Identify inefficiencies and propose solutions to improve workflows and procedures.
• Assist in developing new policies and refining existing processes.
• Resolve complex administrative and operational challenges affecting workflow.

Required Skills

• DOD Secret Clearance
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Microsoft Teams and SharePoint (iCrane) experience
• Familiarity with tools such as GFEBS/GEARS and iPDM (or similar systems)
• Strong attention to detail and organizational skills
• Excellent verbal and written communication skills

Education & Experience

• Bachelor's degree required
• 3–5 years of experience as an Executive Administrative Assistant or in a similar role

Preferred Attributes

• Self-motivated with the ability to work independently
• Strong team player with collaborative mindset
• Highly organized with the ability to manage multiple priorities
• Proactive problem-solver with strong analytical skills

Work Environment

This position requires a high level of professionalism, discretion, and adaptability while working in a fast-paced, detail-oriented environment supporting organizational leadership and operations.

BQMI is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

Due to contract requirements, U.S. citizenship is required to obtain access to government facilities and systems.