Quality Management & Executive Administrative Associate

Description

NetCentrics Corporation is seeking a highly organized, detail-oriented, and proactive Quality Management & Executive Administrative Associate to support corporate quality management initiatives, executive leadership, and daily office operations.

This hybrid role combines Quality Management System (QMS) coordination, compliance documentation, executive administrative support, and corporate office management. The ideal candidate will possess strong organizational and communication skills, demonstrate initiative, and be comfortable managing multiple priorities in a dynamic government contracting environment.

The position will initially be structured as part-time, with the potential to transition into a full-time role based on organizational needs, performance, and expanded responsibilities. A flexible on-site/hybrid schedule may be available, with in-office presence required for designated administrative activities, meetings, and corporate events.

Key Responsibilities

1. Quality Management & Compliance Coordination

• Provide administrative and operational support for the company's Quality Management System (QMS), ensuring documentation, records, and compliance activities remain organized and current.
• Assist with the coordination, maintenance, and continuous improvement of corporate quality processes, procedures, and documentation.
• Support Capability Maturity Model Integration (CMMI) appraisal preparation, internal readiness assessments, evidence collection, and documentation reviews.
• Assist with ISO 9001 quality management activities, including audit preparation, document control, and compliance tracking.
• Maintain quality-related documentation, policies, procedures, templates, and records within designated SharePoint repositories.
• Track quality management action items, corrective actions, process improvement initiatives, and assigned compliance deliverables.
• Coordinate with Quality Management, Human Resources, Security, Corporate IT, and executive leadership to support compliance requirements and organizational objectives.
• Assist in preparing quality management reports, presentations, meeting materials, and supporting documentation for leadership and management reviews.
• Support internal and external audit activities by organizing requested documentation, tracking evidence submissions, and coordinating schedules.
• Help identify opportunities to improve administrative processes, documentation accuracy, and overall operational efficiency.

2. Executive & Corporate Administrative Support

• Provide administrative and organizational support to executive leadership and designated corporate departments.
• Coordinate executive calendars, appointments, meetings, conference room reservations, and scheduling requirements.
• Prepare meeting agendas, presentations, correspondence, reports, and other executive-level materials.
• Attend assigned leadership, departmental, and corporate meetings to document meeting minutes, action items, and follow-up requirements.
• Maintain meeting records, presentations, and supporting documentation within designated SharePoint sites.
• Assist with the coordination and preparation of Board of Directors meetings, Management Review Board (MRB) meetings, and other corporate leadership activities.
• Track assigned administrative projects, deadlines, and follow-up items to support timely completion.
• Assist with corporate communications, employee announcements, and internal organizational initiatives.
• Handle confidential business, employee, and executive information with professionalism and discretion.

3. Corporate Office Administration & Facilities Coordination

• Support daily administrative operations to maintain an organized, professional, and efficient corporate office environment.
• Answer incoming telephone calls, greet visitors, route inquiries, and provide general administrative assistance.
• Coordinate incoming and outgoing mail, packages, deliveries, and correspondence.
• Maintain conference rooms, common areas, and shared workspaces to ensure readiness for daily operations and meetings.
• Monitor and replenish office supplies, beverages, kitchen inventory, and general office necessities.
• Coordinate routine purchasing and office supply orders within approved budgets.
• Serve as a point of contact for office service providers, including building maintenance, printing, document shredding, water delivery, and other facility vendors.
• Assist with facility-related activities, including office equipment maintenance, security camera battery checks, workspace organization, and inventory management.
• Support office relocations, furniture inventory, asset tracking, and other administrative projects as needed.
• Ensure meeting rooms, audiovisual equipment, and conference systems are prepared for executive meetings and corporate events.
• Maintain accurate and organized physical and electronic administrative records.

4. Human Resources & Corporate Operations Support

• Provide general administrative assistance to Human Resources and Corporate Operations as needed.
• Assist with maintaining employee records, organizational documentation, and internal tracking systems.
• Support employee onboarding and offboarding activities, including administrative coordination, documentation, and scheduling.
• Assist with tracking employee training requirements, completion records, and corporate compliance deadlines.
• Coordinate employee engagement initiatives, recognition activities, company events, and internal communications.
• Assist with the preparation and maintenance of corporate presentations, organizational reports, and administrative trackers.
• Support timesheet reminders, routine reporting, and other assigned corporate operational activities.
• Perform additional administrative and operational duties as assigned to support organizational priorities.

Requirements

Required Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree in Business Administration, Management, Quality Management, Human Resources, or a related field preferred.
• Minimum of two years of experience in administrative support, executive assistance, office operations, quality coordination, or a related professional role preferred.
• Strong organizational, time management, and multitasking abilities, with demonstrated attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with Microsoft SharePoint or comparable document management systems.
• Ability to maintain accurate records, organize documentation, and manage multiple assignments and deadlines.
• Demonstrated ability to work independently, exercise sound judgment, and take initiative.
• Ability to handle sensitive and confidential business and employee information with discretion.
• Strong interpersonal skills and a professional, customer-service-oriented approach.
• Ability to work on-site as required to support office operations, leadership meetings, and corporate activities.

Preferred Qualifications

• Previous experience supporting executive leadership or corporate administrative operations.
• Familiarity with CMMI, ISO 9001, Quality Management Systems (QMS), or internal audit processes.
• Experience working in a government contracting or professional services environment.
• Knowledge of document control, compliance tracking, process improvement, or audit preparation.
• Experience preparing executive presentations, meeting minutes, and management reports.
• Familiarity with HR information systems, enterprise resource planning (ERP) platforms, or administrative tracking tools.
• Interest in professional development within quality management, corporate operations, or compliance.