Sr. Executive Admin Analyst

Canvas Inc.•Huntsville, AL

About The Position

This position is responsible for providing comprehensive Analyst and Executive expertise support to the Short and Intermediate Effectors for Layered Defense (SHIELD) Project Office Project Manager. This role requires comprehensive executive and operational support to senior leadership by orchestrating complex schedules, managing travel logistics, ensuring document compliance, and streamlining daily office operations.

Requirements

Experience supporting a US Army Project or Product Office at the 05/06 Officer level.
Extensive knowledge of Army/DoD administrative protocols.
Strict compliance with AR 25-50 for all correspondence.
Demonstrated expertise in SharePoint for official records management and the maintenance of digital inboxes.
Possession of a Secret clearance.
Possession of a master's degree and 12 years' experience - or - bachelor's Degree and 14 years' experience.

Nice To Haves

Experience with E-Scheduler.
Experience with MS Teams.
Experience with Defense Travel System (DTS).
Experience with OCONUS travel logistics.
Experience with AUSA booth engagements.

Responsibilities

Act as the primary point of contact for all scheduling and administrative inquiries.
Coordinate and schedule Project Manager (PM) Office Calls, SHIELD project meetings, Product Manager updates, employee development sessions, and industry engagements.
Monitor and manage the PM’s email inbox to deconflict schedules and ensure priority alignment.
Lead weekly front office calendar scrubs and synchronize operations across the team.
Control access to the PM's conference rooms and manage bookings utilizing E-Scheduler.
Schedule MS Teams meetings and assist personnel with virtual system use.
Schedule and facilitate Vendor Request Visits, process Visitor Access Requests (VARs), and escort official visitors.
Submit VARs and coordinate logistics for outgoing specialized visits, such as AUSA booth engagements.
Review and edit memos, documents, and information papers to ensure strict compliance with AR 25-50.
Manage Deputy support agreements and facilitate the signature routing process.
Maintain official records using SharePoint and manage digital inboxes.
Prepare Read-Ahead Handbooks (RAHs) and other briefing materials for senior leadership.
Draft official emails, announcements, and internal updates on behalf of leadership.
Update and distribute the weekly leadership meeting schedule and the staff call chart.
Maintain and manage the Senior Leadership Distribution List.
Create and submit travel authorizations and vouchers utilizing the Defense Travel System (DTS).
Coordinate OCONUS travel logistics and communicate directly with Travel for itinerary updates and changes.
Prepare detailed travel folders encompassing itineraries, maps, VARs, and contact lists for the PM.
Organize monthly onboarding sessions and "Meet and Greet" events for new employees.
Lead office morale initiatives, including dispatching daily birthday cards, organizing team potlucks, and coordinating fundraising activities and fitness challenges.
Handle additional administrative tasks as required to support the project office.
Submit Visitor Access Requests (VARs) and coordinate logistics for specialized visits, such as industry conference and symposium booth engagements.
Prepare Read-Ahead Handbooks (RAHs) and other briefing materials for senior leadership.