Executive Administrative Assistant
Executive Administrative Assistant
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Salary Not Disclosed
1 Vacancy
Job Description
Alutiiq Solutions LLC is excited to offer an incredible opportunity in an Executive Administrative Support role at Peterson Space Force Base. We are seeking a highly organized and proactive Executive and Administrative Support Specialist to provide comprehensive support to the 4STS Leadership team including the Director Deputy Director Chief Engineer and Flight Chiefs. The ideal candidate will expertly manage complex calendars handle communication coordinate travel and events manage information and tasks oversee office management and assist with special projects. This role is integral to the smooth operation of the leadership team providing essential support to ensure efficiency and effectiveness in all administrative functions. If you are a detail-oriented professional with a proactive approach we encourage you to apply.
The Executive Administrative Assistant will:
Executive and Administrative Support
- Deliver high-level administrative support to the 4STS Leadership team including the Director Deputy Director Chief Engineer and Flight Chiefs ensuring seamless operations and executive efficiency.
- Expertly manage complex calendars for multiple leaders strategically scheduling meetings events and travel to optimize time management and preparedness.
- Handle executive communication with precision including phone management email correspondence document drafting and editing and presentation preparation ensuring clarity and professionalism.
- Coordinate and facilitate meetings effectively overseeing agenda development material gathering minute-taking action item tracking and attendee coordination to drive productivity and alignment.
- Oversee the accurate management of incoming and outgoing correspondence ensuring timely and efficient handling of critical information and documentation.
Travel & Event Coordination
- Coordinate all aspects of travel for leadership including booking flights accommodation and ground transportation using the Defense Travel System (DTS).
- Prepare detailed travel itineraries manage expense reports and ensure compliance with travel regulations.
- Plan and execute logistics for meetings and events including reserving venues arranging catering and coordinating materials.
Information and Task Management
- Maintain a well-organized and secure filing system (both electronic and physical) in accordance with DoD and USSF guidelines.
- Expertly utilize Task Management Tools (TMT) to track manage and report on the progress of assigned tasks proactively identifying and escalating risks and issues to leadership.
- Prepare and submit various reports to leadership providing updates on tasks projects and office operations.
Office Management
- Direct the daily operations of the administrative area maintaining a professional efficient and organized workspace that supports productivity and operational effectiveness.
- Oversee office supply inventory equipment maintenance and vendor coordination ensuring seamless functionality and resource availability.
- Support building readiness protocols including emergency management procedures personnel accountability measures and streamlined visitor processing to enhance security and operational continuity.
- Manage visitor requests and clearance procedures ensuring accurate record-keeping and adherence to security protocols through meticulous visitor log maintenance.
Special Projects & Additional Duties
- Create and coordinate staff packages for leadership review and approval utilizing the electronic Staff Summary Sheet (eSSS) process.
- Assist in maintaining and executing the Building Readiness processes including Shelter in Place Emergency Management Personnel Accountability Recall Rosters etc.
Requirements
Requirements:
- Education: Bachelors degree or equivalent
- Ability to keep and maintain a Secret level clearance.
- Advanced proficiencies in Microsoft Office Suite are essential to this job along with strong organizational communication and interpersonal skills.Strong organizational and multitasking skills.
- Proficiency in managing complex calendars and travel arrangements.
- Excellent communication and interpersonal skills.
- Experience with task management tools and office management.
- Ability to handle sensitive information with discretion and professionalism.
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Employment Type
Full-Time
