Executive Administrative Assistant Position # 2025-23

Provide administrative support for the Commanding General (CG) and Command Seargeant Major (CSM).

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• Answer incoming calls and screen to determine who is calling (rank/executive level/and agency/organization) as well as purpose of the call, and transfer calls providing the rank and name of who is calling, the agency/organization the person is from, and the purpose of the call.
  
• Organize and manage calendars to include all meetings, senior leader engagements, TDY, office calls, etc.
  
• Prepare travel authorizations/arrangements in the Defense Travel System (DTS). Book travel, lodging, and rental car requirements.
  
• Reconcile travel vouchers upon return from travel.
  
• Maintain timekeeping in ATAAPS and attendance in PERSTAT
  
• Schedule and coordinate meetings/appointments. Send meeting invitations to all stakeholders.
  
• Print Read Ahead Slides (RAHS) provided by the meeting OPR (2 days prior to the meeting)
  
• Write, proof, edit, and rewrite General Officer correspondence (Memorandums, Star Notes, Draft Emails �Ghost Notesâ€, etc.) and other documents IAW AR 2550 as required. (Must be meticulous and precise)
  
• Receive and direct visitors / Monitor visitor access
  
• Maintain front desk procedures including contact information, directions and frequently requested information
  
• Process queries and direct to appropriate office
  
• Serves as Records Management POC IAW AR 254002 for the Commanding General (CG) and Command Sergeant Major (CSM): Maintain electronic and hard copy filing system; retrieve documents from the filing system as required
  
• Process requests for information and data
  
• Resolve administrative problems and inquiries
  
• Open, sort and distribute incoming correspondence
  
• Maintain office supply inventories
  
• Coordinate maintenance of office equipment as required
  
• Problem assessment and problem solving
  
• Information gathering and information monitoring
  
• Prepare travel book with agenda (XO)
  
• Prepare agendas for meetings and prepare schedules (XO)
  
• Record, compile, transcribe and distribute minutes of meetings (XO)
  
• Other Executive Administrative Assistant duties as required
  
• Less than 25% travel
  

NOTE: Responsibilities also include managing and organizing the CG, CSM and DCG calendar to include all meetings, senior leader engagements, TDY, office calls, etc.

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• An Active US Government Security Clearance
  
• Associate degree
  
• Five years� direct experience
  
• Expert in Microsoft Word to include Power Point and Excel
  
• Knowledge of graphics design and SharePoint a plus
  
• Professionalism and integrity
  
• Communication skills written and verbal
  
• Perform multiple tasks simultaneously
  
• Planning and organizing
  
• Prioritizing
  
• Problem assessment and problem solving
  
• Information gathering and information monitoring
  
• Attention to detail and accuracy
  
• Flexibility
  
• Adaptability
  
• Teamwork
  
• Selfstarter
  

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• 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.

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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.