Administrative Specialist - Prime Project

Quantum SpaceRockville, Maryland, United States · Posted 2 months ago

Full-timeEst. 75,000 USD

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.