Executive Administrative Assistant

7 days ago

Tampa, Florida, United States Global Dimensions Full time
Global Dimensions is recruiting for an upcoming opportunity and seeking candidates who will be available upon award.


Global Dimensions LLC is seeking a highly organized and professional Executive Administrative Assistant to provide comprehensive administrative support to the J5 Directorate USSOCOM (United States Special Operations Command).

The successful candidate will play a pivotal role in ensuring the efficient operation of the J5 office, managing communication flows, coordinating schedules, and handling confidential information with the utmost discretion.

This is an exceptional opportunity for a detail-oriented individual to contribute to the success of a dynamic and critical command within the United States military.


The Executive Administrative Assistant supports USSOCOM, J5 Director, Vice Director, and Deputy Director coordinates and responsible for handling the day-to-day management and administration of project tasks.

Develops detailed work plans and schedules in response to support service requests. Utilizes, maintains control over, and redirects available resources as necessary to complete tasks in accordance with scheduled milestones. Performs quality checks of all work products.

Assist with Battle Rhythm meetings and events to include scheduling of conference rooms, Video Telephone Communications equipment, seating charts and providing copies of read-aheads for said meetings.

Interacts continually with government technical representatives to present interim results, discuss concerns, and ensure total product/service satisfaction.

Duties Include:
Manage the operational schedule of USSOCOM, J5 Director, Vice Director, and Deputy Director and maintain the long-range plan calendar.


Provide full time administrative support personnel to perform a full range of administrative, clerical and office support duties to include but not limited to; scheduling and providing administrative support; participating in special meetings and events and assisting with special projects; balancing administrative workload and providing advice and guidance on subjects related to administration and information management.


Handle telephone calls, messages, short-fused taskers, and daily details of J5 Director, Vice Director, and Deputy Director in support of office calls, briefings, social functions; maintain internal suspense systems and track status to ensure completion; help with developing and initiating administrative methods and procedures concerning high interest items, flow of information, and processing of staff action packages.


Research and resolve administrative issues and complaints; follow up to ensure complete and quality resolution; oversee and maintain the office calendar; and assist other administrators in making appointments and arranging meetings.


Assist with planning and implementing visits, conferences, and other events involving distinguished visitors, guests, and/or groups, making travel arrangements in the Defense Travel System and assisting with travel voucher problems.

Independently develop methods and procedures for office automation tasks and identify and solve problems in existing methods or procedures.

Perform quality assurance checks for all correspondence to ensure accuracy and compliance with standards, policies, and guidance within the Headquarters.


Use software to create, copy, edit, store, retrieve, and print forms, memos and letters; use database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and use graphic software to provide graphs and charts for reports and presentations.


Use multiple office automation software applications to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases with spreadsheets.


Develop, establish, update and maintain office procedures and records files; file and maintain copies of policies, plans and program information for the directorate; and control and disseminate classified and unclassified mail.


Be responsible for the receipt, control, logging, safekeeping, and other necessary actions to account for incoming and outgoing correspondence and files; and transmit and receive documents and messages electronically.

Collect, collate and present metrics.

Prepare documentation to initiate requests for additional resources including equipment, furniture, supplies, space and printing support.

Executive Administrative Assistant-Senior supporting the J5 Director, Vice Director, and Deputy Director. Provides Protocol support. Independently identifies administrative and office management problems, issues, and/or administrative issues and prepares potential solutions.

Provides administrative office procedures and protocols support that affect the orderly and efficient flow of work within the engineering office.

Requirements

Minimum five years' experience providing executive-level (J-Code Director, General Officer/Flag Officer) administrative support services to the Government.


BA/BS Degree with a minimum of three years executive-level administrative support services experience may be substituted for the five years' experience without a BA/BS degree.

Multifunctional administrative professional skilled in data management. Executive level written and oral communications skills.


Experience and strong skills in data management, computer and internet research, Microsoft Office Suite, Defense Travel System, Microsoft SharePoint, and Microsoft CRM.

Active TS/SCI


Global Dimensions does not discriminate on the basis of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity or any other reason prohibited by law in provision of employment opportunities and benefits.

Equal Opportunity Employer/Veterans/Disabled.

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