Executive Administrative Assistant

SMX•Aiea, HI

1d•$90,000 - $135,000•Onsite

About The Position

SMX is seeking an Executive Administrative Assistant for the front office with Special Operations Command, Pacific (SOCPAC), located at Camp H.M. Smith, Hawaii. This position resides with the Chief of Staff (CoS). The Chief of Staff provides a wide variety of administrative assistance in support of COMSOCPAC and related activities in the Asia-Pacific region. The Chief of Staff is also responsible for tracking tasks, calendars, and manning, communicating with the staff and staff of INDOPACOM, USSOCOM and component services. The selected candidate shall provide professional assistance to the CoS/Deputy Chief of Staff (DCoS) involving administrative functions, task management, calendar management, travel coordination via Defense Travel System, records management, and civilian and military personnel support. This position requires an active DoD Top Secret clearance with SCI eligibility which requires US citizenship for work on DoD contracts. This position is working onsite in Aiea, Hawaii.

Requirements

Top Secret with SCI eligibility required.
Knowledge of and ability to apply a wide range of principles, theories and processes of military administrative actions and duties with a high degree of resourcefulness, ingenuity, and inventiveness to a variety of studies, investigations, and assignments.
Experienced in and knowledge of organizations, functions and operations of the activity serviced, higher echelon commands and their relationship to other federal activities and private industry.
Knowledge of and skill in applying a wide range of methods used to gather, analyze, and evaluate information.
Ability to establish and maintain effective relationships with and gain the cooperation of supervisors, managers, and co-workers on complex or controversial issues.
Strong ability to analyze extensive program data/inter-relationships and coordinate the preparation of accurate and reasonable program plans and proposals.
Skill in applying complex fact-finding, analytical and problem-solving methods, and techniques, especially related to calendar management, task management and data analysis.
Skill in written and oral communication sufficient to prepare and present findings and recommendations, carry out specific actions regarding controversial issues, and/or selling or implementing new ideas and concepts.
Basic knowledge of and ability to apply/adapt a wide range of personnel principles and practices along with experience with task management tools and DTS.
Knowledge of federal personnel regulations, joint military regulations, task management tools, contracting, joint travel regulations, payroll processing, professional training and DFAS pay regulations.
Expert proficiency in computer skills to include Microsoft Office products (Word, Excel, Power Point, Outlook, etc.), visual graphics, database management, and SharePoint web page management.
Must be familiar with Joint Services Correspondence and be able to prepare concise point, position, and decision papers.
US citizenship required for work on DoD contracts.

Nice To Haves

At least four (4) years prior executive administrative experience

Responsibilities

Validate, verify, align, and maintain all calendar management for key leaders.
Collect key documents and prepare for meetings, run slides, and attend meetings, provide meeting minutes, and track due outs, ultimately providing daily updates to the CoS and DCoS.
Manage multiple conference rooms and create, maintain, and update online calendar booking for the command.
Provide administrative support by reviewing, correcting, updating operational instructions, tasks, records, correspondence, and other important staffing products.
Serve as the lead point of contact for controlling multiple task management tools, assigning tasks to the correct individuals, tracking deadlines, collecting information, compiling data, submitting proposed documents for review, and ultimately completing the task after approval from CoS or DCoS.
Assist the CoS and DCoS with administrative and personnel duties.
Complete additional duties as assigned (e.g., DTS, SharePoint Administrator).
Complete accountability for JPERSAT of CoS/DCoS, acting as back up for COMSOCPAC.
Works with SOJ1 and attends meetings focused on administrative and personnel items.
Coordinates with other admins across the command as needed on assigned projects and programs.
Assists with Commander’s Action Group (CAG) requests when requested.
In the absence of the Civilian Personnel Officer (CPO), serves as the CPO back-up, with access to the civilian personnel and timekeeping/pay systems, to resolve and provide the data requested data by SOCPAC management, civilian employees and the Financial Improvement Audit Readiness (FIAR) team.
Assists with document review, administrative tasks, data compilation, and other tasks as assigned even CPO present.