Executive Administrative Assistant - 2025-31

Purpose of Position:

Provide high-level, confidential administrative support for the INDOPACOM_SOUTHCOM_NORTHCOM (ISN) Regional Operations Directorate consisting of over 60 personnel, within USASAC. Duties include clerical, administrative, office management, schedule travel, arrange meetings, process information requests, prepare reports and correspondence. Portray a high level of professionalism, discretion, and diplomacy. Perform a wide range of administrative support activities for the ISN Director, Deputy Director, Division Chiefs and Branch Chiefs to facilitate the efficient operation of the organization.

Duties and Responsibilities (Essential):

• Provide administrative support for the ISN Regional Operations Directorate consisting of over 60 personnel, within USASAC. Routinely provide information, advice, and assistance to Division/Branch Chiefs.
• Write, proof, edit, and rewrite correspondence and other documents, including sole source memorandums, letters, policy memorandums, standard operating procedures, regulations, spreadsheets, awards, and certificates in accordance with the AR 2550 and other policies and regulations. Must be meticulous and precise.
• Answer incoming calls, screen, determine purpose of call, and transfer call.
• Maintain accurate and precise Outlook calendars and schedules for Director/Deputy Director.
• Receive and direct visitors to the appropriate Branch.
• Monitor visitor access
• Maintain and organize the Director’s/Deputy Director’s calendar to ensure that she/he is prepared for meetings.
• Maintain front desk procedures including contact information, directions, and frequently requested information for the Directorate.
• Process queries and direct to appropriate office
• Maintain electronic and hard copy filing system.
• Retrieve documents from filing system.
• Process requests for information and data
• Resolve administrative problems and inquiries.
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails.
• Schedule and coordinate meetings and appointments
• Prepare travel arrangements in the Defense Travel System (DTS), making travel, lodging, and rental car bookings and generate annual travel forecast for Directorate.
• Maintain timekeeping in ATAAPS.
• Prepare travel book with agenda.
• Prepare agendas for meetings and prepare schedules.
• Record, compile, transcribe and distribute minutes of meetings.
• Open, sort and distribute incoming correspondence.
• Maintain office supply inventories.
• Coordinate maintenance of office equipment
• Problem assessment and problem solving
• Information gathering and information monitoring.
• Other Executive Administrative Assistant duties as required.
• Less than 10% travel.

Qualifications:

• An Active US Government Security Clearance
• Associate degree in such disciplines as Operations Research, Physical Sciences, Mathematics, Business/Finance, Accounting, Economics, Human Resource Management, Education, Social Science, Strategic Studies, Foreign Policy, International Studies, Political Science, Liberal Arts, or other related discipline from an accredited training institution with a curriculum or major field of study which provides substantial knowledge closely related to the task.
• Five years’ direct experience performing Executive Assistant functions.
• Proficient with Microsoft Word to include Power Point and Excel and other business operation tools.
• Defense Travel System (DTS) experience required
• Professionalism
• Communication skills written and verbal
• Perform multiple tasks simultaneously
• Prioritizing
• Problem solving
• Attention to detail and accuracy
• Flexibility

Physical Factors

• Work environment is predominately office
• Must be able to sit for extended periods of time.
• Must be able to operate a computer for extended periods of time
• Must be able to operate a phone both making and receiving calls and taking or conveying information
• Must communicate effectively, both verbally and in writing
• Occasionally lifts/moves up to 25 pounds

PROJECTXYZ is an equal opportunity employer encouraging individuals with disabilities and veterans to apply.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

PROJECTXYZ is committed to providing a work environment that is free from unlawful discrimination and harassment in any form. PROJECTXYZ will make reasonable accommodation for qualified individuals with disabilities unless doing so would result in undue hardship. If you are interested in applying for employment and feel you need a reasonable accommodation pursuant to the ADA, you are encouraged to contact us at 256.721.9001 x 155.

About PROJECTXYZ Inc

At PROJECTXYZ, we are building a company that provides innovative solutions to the most challenging problems facing our customers. As such, we are seeking the best and brightest minds to help us with this endeavor. We are striving to create an environment that fosters entrepreneurial thinking and professional development. If you are a career oriented professional who is dedicated to excellence, we invite you to learn about opportunities to join our growing, dynamic company.