Administrative Assistant

About the role

We are looking for an experienced administrative assistant to serve as a member of the Astronaut Appearances Office in the Flight Operations Directorate. The Appearance Administrator (AA) manages travel logistics and ensures all arrangements follow the Federal Travel Regulations (FTR). In this role, the candidate will book flights, hotels, and rentals for the astronauts while keeping accurate records, processing travel vouchers, and maintaining relationships with various stakeholders such as requestors, sponsors, HQ, Office of Communications External Relations Office, and NASA Legal.

Responsibilities

• Implement NASA Travel Policies, Foreign and Domestic, related to astronaut appearances, including obtaining approvals for visas, export control, and country clearances
• Coordinate travel logistics (air, hotel, rental car) using the NASA Travel System (i.e. Concur)
• Prepare and review details of hardcopy travel packages in support of in-person appearances
• Effectively communicate with requestors and sponsors regarding details related to the status of an assigned astronaut appearance
• Establish and maintain professional working relationships with POCs for Spaceflight Awareness, vendors, and Headquarters’ various POCs such as Appearance Administrator, Public Affairs Officer, Office of Legislative and Intergovernmental Affairs, and Office of International and Interagency Relations
• Establish and maintain professional working relationships with internal NASA POCs (Legal, Travel Office, Military, Public Affairs Office)

Qualifications and Skills

• Ability to interpret and implement NASA Travel Policies, Foreign and Domestic, related to appearances, which include obtaining approvals for visas, export control, submitting award determination letters, and reimbursable funding
• Proficient in the use of Microsoft Office Suite and Adobe Acrobat
• Experience preparing presentation materials using digital photos/media in support of astronaut appearances
• Ability to interpret and implement NASA Correspondence Standards and Style Guide when communicating in writing with sponsors and requestors
• Ability to interpret and implement NASA Stylebook and Office of Communications standards in support of Astronaut Bios (as needed)
• Ability to meet deadlines in a timely manner
• Ability to communicate in a professional manner with teammates, customers, and sponsors
• Ability to approach difficult situations in a professional manner
• Ability to provide excellent customer service to both NASA and external partners
• Ability to prioritize competing assignments/requests
• Must be detail-oriented
• Must be self-motivated and take a proactive approach to assignments
• Flexibility—available to work occasional weekends/holidays in support of astronaut travel
• Requires high school degree or equivalent and 6+ years of related experience

Benefits

• 401K plan with company match
• Medical, dental, vision, and life insurance
• Accidental death & dismemberment (AD&D) insurance
• Flexible spending account and disability coverage
• Paid time off
• Flexible work schedule
• Professional training and development opportunities