Executive Assistant

Systems Technology & Research • Redstone Arsenal, AL

4d • Onsite

About The Position

Systems Technology & Research, Inc. (STaR) is seeking an Executive Assistant in the Huntsville, AL area to support the Army's Uncrewed Aircraft Systems (UAS) Project Office Front Office/Headquarters located at Redstone Arsenal, AL. The successful candidate should be a highly motivated self-starter capable of managing multiple tasks and efforts. Responsibilities will include providing a wide range of administrative and front office support activities for the Project Manager (COL), Deputy Project Manager, and the entire headquarters to facilitate the effective and efficient operation of the organization. Duties include clerical and administrative support, office management, scheduling and travel coordination, meeting arrangements, information request processing, report and correspondence preparation, and liaison with Military, Civilian, and Contractor personnel. This position requires a high level of professionalism, discretion, and diplomacy. The candidate must possess proven skills in coordinating the activities of a headquarters front office and must be a self-starter capable of managing multiple tasks simultaneously. This opportunity is an in-person/on-site position.

Requirements

• Bachelor's degree required with 6 years of relevant experience, or HS Diploma with 10 years of relevant experience.
• Proven skills in coordinating the activities of a headquarters front office.
• Must be a self-starter capable of managing multiple tasks simultaneously.
• High level of professionalism, discretion, and diplomacy.
• Advanced expertise in Microsoft Office software (Teams, Word, PowerPoint, Outlook, and Excel), SharePoint and intranet/internet proficiency.
• Understand the sensitive nature of working in an executive office and have good judgement, problem solving skills and maintain the highest levels of confidentiality.
• Comfortable operating in a fast-moving environment and managing information flow in a timely and accurate manner.
• Experience with Defense Travel System (DTS).
• Prior experience coordinating both on and off-site meetings and/or events.
• Must have the ability to independently compile and generate reports/presentations.
• Expert level proficiency with oral and written communication skills.
• Demonstrated ability to manage multiple administrative projects and initiatives; experience in supporting a variety of executive levels, management level and administrative support within an organization.
• Possess an active DoW SECRET security clearance or the ability to obtain.

Nice To Haves

• Experience supporting senior executive leadership (SES, General Officer, Colonel, or equivalent executive leadership) preferred.
• Experience working within a DoW Program Executive Office (PEO), Project Office (PM), or Headquarters staff environment preferred.
• Experience coordinating executive-level calendars with competing priorities and rapidly changing schedules.
• Experience coordinating VIP visits, distinguished visitors (DVs) or senior leader engagements preferred.

Responsibilities

• Receive and direct visitors in a professional and courteous manner.
• Maintain and organize the leadership calendar to ensure the Project Manager and Deputy Project Manager team leadership is prepared for all meetings, and schedule meetings and appointments as required
• Process queries and requests for information and data, directing them to the appropriate office or point of contact
• Resolve administrative problems and inquiries in a timely and effective manner.
• Prepare and/or review written correspondence in accordance with AR 25-50, including directives, issuances, memoranda, policy statements, taskings, and other written guidelines.
• Review documents for omissions and inconsistencies, ensuring data is complete and accurate
• Prepare travel arrangements in the Defense Travel System (DTS), including travel, lodging, and rental car bookings, and prepare a comprehensive travel book with agenda
• Prepare agendas for meetings and record, compile, transcribe, and distribute meeting minutes
• Maintain office supply inventories and coordinate replenishment as needed
• Effectively communicate important and time-sensitive matters to the Project Manager and Deputy Project Manager and execute directed resolutions.
• Assist in schedule synchronization between higher headquarters, Division/Product Office teams, and external stakeholders.
• Coordinate facilities and resources to support briefings and collaboration activities, including conference facilities, teleconferences, video teleconferences, digital presentations, and room preparation
• Coordinate, set up, and execute off-site events, team-building activities, and agency social events
• Attend meetings with leadership, transcribe notes, record action items, and ensure the timely fulfillment of post-meeting actions
• Create, edit, and proofread documents and presentations using the Microsoft Office suite of products, including PowerPoint, Word, and Excel

Benefits

• Equal Employment Opportunity (EEO) employer
• does not discriminate based on race, color, national origin, religion, gender, gender identity, age, veteran status, political affiliation, sexual orientation, marital status or disability
• providing reasonable accommodations to ensure all qualified applicants have the ability to be considered for employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive