Executive Assistant - Administrative Support Assistant 5

State of Iowa•Johnston - 50131 - Polk County, IA

1d•Onsite

About The Position

The Iowa Department of Defense is seeking an Executive Assistant to provide sensitive administrative, operational, and executive-level support to the Senior Command Group. The position reports to The Adjutant General, Iowa National Guard, and is located at Joint Force Headquarters in Johnston, Iowa. The role supports the Iowa National Guard’s sustainment, readiness, and modernization efforts. The Executive Assistant manages executive schedules, meetings, travel, official communications, events, documents, timekeeping, budgets, procurement, and executive-suite property and equipment. The position also supports special projects, covers for absent staff, and may represent the office on designated committees. The work schedule is Monday through Friday, eight hours per day. Applicants must meet at least one of the listed minimum qualification pathways for the Administrative Support Assistant 5 classification. The successful candidate must obtain and maintain a Secret Security Clearance and meet the security requirements for a Department of Defense Common Access Card (CAC).

Requirements

Meet one of the following minimum qualification pathways: five years of full-time secretarial or administrative support experience; one year of full-time secretarial or administrative support experience plus four total years of education and/or qualifying full-time experience (30 semester hours of accredited college or university coursework equals one year of full-time experience); or specified current, continuous state executive branch experience as an Administrative Support Assistant 2, 3, or 4.
Obtain and maintain a Secret Security Clearance.
Maintain security requirements for a Department of Defense Common Access Card (CAC).

Responsibilities

Schedule and manage meetings and official commitments, resolve calendar conflicts, and handle calendar permissions.
Coordinate travel logistics and process military orders for domestic and international travel.
Compile documents and research for events and liaise with external offices, including the Governor’s Office and National Guard Bureau.
Manage protocol for dignitaries and VIPs, including invitations, itineraries, and hospitality.
Draft and distribute official documents for the Senior Command Group in alignment with Army or Air policies.
Review documents for formatting and staffing, and verify contracts as a Notary Public with Staff Judge Advocate approval.
Manage communication channels, provide policy guidance, and order General Officer stationery.
Manage timekeeping and leave accountability for senior state employees using Workday.
Track budgets and submit reports, including the SLMO report to the National Guard Bureau; manage the Senior Commander’s Allowance Account in accordance with audit policies.
Oversee procurement of Command Group coins and medallions.
Oversee daily administrative tasks and manage executive-suite equipment and property, including serving as Key and Lock Custodian and alternate Physical Security Manager.
Coordinate vehicle use and maintenance with the Fleet Manager, and handle office repair and copier maintenance requests.
Support the Adjutant General and Senior Command Group with administrative, operational, and support tasks; assist with special projects, cover for absent staff, and represent the office on specific committees.