Administrative Specialist - Prime Project

Job description

Quantum Space is redefining mobility and maneuverability in space. Our high-mobility spacecraft platforms support national security, civil, and commercial missions with unmatched flexibility and propulsion capability. We build fast and iterate quickly. **Who We’re Looking For** We are seeking an Administrative Specialist – Prime Project that will serve as the primary administrative and operations support resource for the Prime team. This role is responsible for managing the physical and digital office environments, coordinating project reviews and meetings, supporting communications, facilitating travel and events, and ensuring the team has the resources and administrative support necessary to operate effectively. The ideal candidate is highly organized, proactive, and customer-service oriented, with the ability to manage multiple priorities while supporting a fast-paced aerospace program. This position plays a critical role in maintaining efficient office operations, fostering team engagement, and ensuring successful execution of project reviews, stakeholder meetings, and team activities. --- **Where You’ll Make an Impact** Office Operations & Facilities Support - Manage the physical office environment for the Prime team - Coordinate office space assignments, moves, and workspace organization - Partner with Information Technology (IT) personnel to support workstation setup, equipment requests, onboarding activities, and office technology needs - Procure, maintain, and distribute office supplies, meeting materials, and administrative resources - Manage office displays, bulletin boards, signage, and other visual communications throughout the workspace - Monitor office supply inventory levels and coordinate replenishment as needed - Support facilities-related activities and office improvement initiatives Digital Office & Communications Management - Manage and maintain the Prime Confluence site and associated collaboration spaces - Publish project updates, team news, announcements, schedules, and organizational communications - Maintain project contact lists, distribution groups, organizational charts, and communication directories - Ensure project information is current, organized, and accessible to team members and stakeholders - Support office communications and information sharing across the project team Meeting, Review & Project Coordination - Manage meeting scheduling and calendar coordination for project leadership and stakeholders - Reserve conference rooms and coordinate meeting logistics - Coordinate project reviews, milestone reviews, executive briefings, customer visits, and stakeholder meetings - Manage review logistics, including room reservations, catering, attendee coordination, audiovisual support, and meeting setup - Solicit, collect, organize, and collate Project Management Review (PMR) materials from project stakeholders - Prepare meeting agendas, attendance rosters, presentation materials, and supporting documentation - Track action items and administrative follow-up activities resulting from reviews and meetings - Ensure successful execution of project reviews and critical program events Team Support & Engagement - Facilitate travel arrangements and travel coordination for project personnel - Plan and coordinate office social events, team-building activities, and project celebrations - Coordinate employee recognition initiatives, milestone celebrations, and team appreciation activities - Support onboarding activities for new team members - Serve as a liaison among project teams, leadership, facilities personnel, and external stakeholders - Ensure project teams have the administrative resources and materials necessary to support day-to-day operations, meetings, reviews, and special events - Identify and proactively resolve administrative, scheduling, and logistical issues --- **What It Takes** - High school diploma or equivalent required; associate degree preferred - Two or more years of experience in administrative support, office management, project coordination, operations support, or a related field - Strong organizational, planning, and multitasking skills - Excellent written, verbal, and interpersonal communication skills - Experience coordinating meetings, events, calendars, and travel arrangements - Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams - Experience maintaining shared information repositories, collaboration tools, or intranet platforms - Strong attention to detail and ability to manage multiple competing priorities - Ability to work independently and exercise sound judgment - Ability to handle sensitive information with professionalism and discretion --- **Nice-to-Have Experience** - Experience supporting engineering, aerospace, defense, technology, or government programs - Experience administering Confluence or similar collaboration and knowledge-management platforms - Experience coordinating executive meetings, project reviews, or customer engagements - Experience supporting office operations, facilities activities, or employee engagement programs --- **What You’ll Get** - Ownership – Become the operational backbone of the Prime team by coordinating critical project reviews, supporting leadership, and ensuring the team has the resources needed to execute successfully. - Innovation – Help build scalable administrative processes, collaboration tools, and team operations that enable faster execution across next-generation spacecraft programs. - Impact – Play a vital role in supporting engineers, program leaders, and cross-functional teams by keeping projects organized, communication flowing, and mission-critical activities on track. - Growth – Expand your experience in program operations, executive support, project coordination, and organizational development while contributing to one of the industry's fastest-growing space companies. - Compensation – Competitive salary, equity participation, and comprehensive benefits including medical, dental, vision, generous leave, HSA, 401(k) matching, and professional development opportunities. **Location:** Rockville, MD or Hawthorne, CA **Base Salary:**50,000 - $100,000 The salary range for this role is an estimate based on a wide range of compensation factors. Actual salary offer may vary based on (but not limited to) work experience, education and/or training, critical skills, and/or business considerations. Highly competitive equity grants are included in the majority of full time offers; and are considered part of Quantum Space's total compensation package. --- **Additional Requirements** To comply with U.S. Government space technology export regulations, including the International Traffic in Arms Regulations (ITAR), applicants must be a U.S. citizen, lawful permanent resident (green card holder), protected individual under 8 U.S.C. § 1324b(a)(3), or otherwise eligible to obtain any required export authorizations from the U.S. Government. --- **Apply now. Join us in building the next generation of spacecraft.**