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Executive Administrative Assistant

2 months ago

Tampa, Florida, United States Global Dimensions Full time
Job Description

**Job Summary**

Global Dimensions 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.

**Key Responsibilities**

  • 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, including scheduling and providing administrative support, participating in special meetings and events, and assisting with special projects.
  • 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, and maintain internal suspense systems and track status to ensure completion.
  • 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.
  • **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.