executive secretary

Found in: beBee jobs US - 2 weeks ago

Naval Base Norfolk, United States Department Of The Navy Full time
Summary

You will serve as an EXECUTIVE SECRETARY (OFFICE AUTOMATION) in the OFFICE OF THE DIRECTOR (OD) of NAVY WARFARE DEVELOPMENT CENTER.



Duties
  • You will serve as the Executive Secretary/Administrative Assistant to the Office of the Director (OD) and Chief of Staff (CoS).
  • You will review, analyze and evaluate administrative functions and implement new or revised policies, work procedures and workflow as necessary.
  • You will communicate requirements to administrative professionals throughout the organization.
  • You will complete duties and actions on the basis of in-depth knowledge of the organization and its mission/functions.
  • You will personally respond to administrative requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information.
  • You will maintain the meeting calendar of the CoS.
  • You will remind the CoS of appointments, brief them on the topic and provide associated material (e.g., related correspondence, reports, regulations, read-aheads, etc.).
  • You will utilize initiative and foresight, schedules or reschedules mutually convenient times for appointments based upon personal knowledge of activities, commitments, and current issues of importance.
  • You will coordinate travel arrangements for the CoS and when required the Director.
  • You will input data into the appropriate automated travel system such as Defense Travel System (DTS).
  • You will review all incoming correspondence, determining proper action, and at times, prepares replies before referring to the appropriate staff.
  • You will ensure consistency among the staff and that documents are substantively accurate, compatible with policies, procedures, and previous decisions, and that spelling and grammar are correct.
  • You will compose routine correspondence on other subjects as outlined in regulations and procedures or as discussed with the CoS and coordinate required corrections or modifications with originators.
  • You will read directives and instructional material pertaining to administrative practices and clerical procedures in order to be aware of new, revised, or amended procedures.
  • You will assist the Executive Support Specialist with dignitary visits, developing proposed itineraries, instructions, guides, materials and pertinent correspondence for the OD.

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