EXECUTIVE ASSISTANT

Job Title

Primary Advisor To Command Office

Job Description

You will serve as the primary advisor to the CO on matters of office administration and management. You will receive and screen communications and visitors for the Command Team and determine the nature of calls or business of visitors, personally handling inquiries or liaising with other personnel resources to facilitate the meetings and visits. You will manage calendars for the Command Team to include appointment and meeting set-up, read-ahead materials, and conference coordination and provide reminders and prompting for meetings and scheduled event attendance by the Command Team. You will inform participants of times, places, topic(s), and provides background information on meetings and conferences. You will attend conferences, briefings and meetings, takes notes and issues final records and minutes of proceedings as necessary and schedule use of the command's headquarters conference areas. You will ensure the continuity of all administrative office operations during the absence of Command Team members. You will represent the command on committees/teams as directed, including public relations/civic organization representation to include off-site attendance at meetings in company with the Command Team and independently as a representative of the CO. You will develop and monitor the command staff operational, travel and training budget, ensuring submissions are in the proper format and in compliance with higher echelon direction and requirements. You will develop, prepare, and assist the Command Team with travel orders and vouchers via the Defense Travel System, and assists the Command Team with reservations for official travel and events. You will be responsible for receipt, recording, routing, dispatching, storing and controlling all classified material processed and handled by the Command Team. You will be responsible for the preparation and presentation of the Command Staff Schedule. You will transcribe various correspondence and reports to the proper format from handwritten drafts or verbal instructions, with responsibility for correct spelling, grammar, capitalization and punctuation. You will transmit, receive, and acknowledge electronic mail and messages, prints copies as necessary and use graphics software to provide symbols, charts, and graphs for formal presentations. You will assist the Public Affairs Officer and Protocol Specialist as directed, with the arrangement of command conferences with visiting personnel, officials, dignitaries, and official guests of the CO. You will utilize knowledge of standard processing procedures, formats, distribution and retention policies for correspondence or reports. You will utilize knowledge of the capabilities/limitations of a variety of software packages, e.g., calendar, Microsoft Office programs, Word, Excel, etc. to create, update, edit, and revise a variety of documents, forms, automated records, etc. You will perform as a qualified typist. You will utilize knowledge and skill in communicating effectively orally and in writing to prepare, organize and present team briefings on a variety of subjects.