Office Administrator (Prometheus)

Prometheus Energetics LLC is currently seeking an Office Administrator to provide high-level administrative and operational support to senior leadership and ensure the efficient daily functioning of the companyis office operations. Prometheus Energetics is a new US-based joint venture and will be a merchant supplier of solid rocket motors, energetics, and other adjacent product areas for the US and international defense markets.

This position serves as a critical organizational hub, providing administrative support to leadership and staff while maintaining a professional, welcoming, and highly organized office environment. Approximately 70% of time will be dedicated to executive and administrative support, with 30% focused on special projects and operational improvement initiatives. The role requires sound judgment, discretion, attention to detail, and the ability to anticipate needs and act with minimal direction.

The Office Administrator plays a key role in maintaining effective communication, streamlining administrative processes, and ensuring consistent follow-through across the organization.

Responsibilities:

Executive & Administrative Support (~70%)

• Provide high-level administrative support to senior leadership
• Manage complex calendars across multiple time zones
• Coordinate domestic and international travel, including detailed itineraries
• Prepare and process expense reports and invoices
• Manage incoming communications, including phones and email prioritization
• Serve as primary point of contact for guests and visitors
• Maintain organization charts, distribution lists, and filing systems
• Oversee general office operations including supply ordering, mail handling, and invoice processing
• Support onboarding of new employees in coordination with HR and IT (including equipment and supply ordering)
• Maintain confidentiality and protect sensitive company information
• Act as an information resource on company policies and procedures

Special Projects & Office Optimization (~30%)

• Support planning and execution of meetings and events, including materials preparation, technical setup, catering, and logistics
• Develop and implement time-saving administrative processes
• Improve office workflows and organizational systems
• Work independently on moderately complex assignments requiring judgment and problem-solving
• Coordinate with internal and external administrative personnel to build effective support networks
• Ensure efficient flow of information across departments
• Anticipate issues and proactively develop contingency plans

Reports to: Chief Operating Officer

Qualifications:

• Highly professional, personable, and approachable demeanor
• Strong written and verbal communication skills; ability to communicate effectively at all organizational levels
• Demonstrated ability to act decisively with minimal direction
• Proven ability to anticipate needs and remain proactive
• Experience managing complex travel logistics
• High level of discretion and confidentiality
• Strong organizational and time-management skills
• Detail-oriented with strong problem-solving capability
• Ability to work effectively in a dynamic, fast-paced environment
• Strong proficiency in Microsoft Office applications
• Hands-on experience with office equipment (printers, copiers, etc.)
• Positive, resourceful, and self-motivated approach
• Ability to travel domestically and internationally (<5%)

Education and Experience:

• High School diploma required
• Associate degree, vocational training in office communications or event management, or comparable qualification desirable
• Minimum 5 years of related administrative experience
• Experience supporting senior leadership in a corporate or defense-related environment preferred

Work Environment:

• Office and light industrial environment
• Ability to stand and sit for extended periods
• Ability to perform repetitive motion (keyboarding, phones, etc.)
• Ability to lift up to 25 pounds

Location:

• Bloomington, Indiana area

Travel Required:

• Occasional domestic and international travel (<5%), as required