What are the responsibilities and job description for the Executive Assistant position at CICONIX, LLC?
The individual will be providing Executive Assistant administrative support services to the groups supporting the U.S. Army Medical Research and Development Command (USAMRDC) Chief of Staff (CoS) and Secretary to the General Staff (SGS).
Responsibilities:
Communicate effectively to establish procedures and maintain continuous workflow. Interface with USAMRDC staff to interpret needs and provide excellent customer service.
Provide executive level administrative support to the Deputy to the Commanding General (DTCG), CoS, Deputy Commander (DCO) and SGS for USAMRDC HQ to include scheduling/calendaring, coordinating all travel arrangements and documentation, and general administrative support.
Conduct reviews on all incoming and outgoing correspondence in paper copy and digital correspondence forms in accordance with the Army Regulation (AR) 25-50 (formatting, letterhead, font, grammar, and spelling), maintain and manage the Microsoft (MS) Excel correspondence database (including processing a weekly correspondence report), assemble correspondence for electronic staffing, monitor and engage when correspondence is near the ten-day suspense date.
Revise, edit and format general correspondence when necessary.
Review all incoming e-mails, print correspondence, respond to e-mails or forward to the Staff Action Control Officer (SACO) for guidance (e.g., mass distribution messages to include reviewing messages from requestor and the Contractor shall disseminate when the SACO is absent, confirm/validate whom the message needs to be distributed to, format message for distribution and send).
Assist the Correspondence Control Officer with a wide variety of administrative and staff issues to include processing and coordinating all incoming and outgoing correspondence, electronic messages, facsimiles, and mail.
Gather information from multiple offices to update the MS PowerPoint slide deck for assigned meetings via Headquarters, Command Suite-level meetings.
Compile/review the MS PowerPoint slide deck for all Command-wide meetings to include but not limited to the USAMRDC Town Hall, Directors Sync, Board of Directors, Forums/Commanders Conferences, and Operational Planning Teams.
Assist with gathering information for the USAMRDC Command organizational chart and telephone rosters and completes update as requested.
Answer telephone calls for the SGS, DCO, CoS, and the Commanding General (CG), as required and direct telephone calls and receive visitors.
Schedule events as directed, assist SGS with calendar actions, as needed.
Request supplies for the Command Suite respective offices which includes documenting supply requirements for the SGS and the Command Suite, request price quote, coordinate with the G4, Deputy Chief of Staff for Logistics for purchases, conduct inventory, receive and deliver supplies upon receipt.
Organize data to provide instruction and oversight to staff and leadership.
Serve as the POC for Command taskers. As the POC, the Contractor shall review incoming taskers, identifying requirements of each tasker, entering the tasker into a centralized tracking system, assigning the tasker to a responsible party(ies), consolidating timely feedback, and providing feedback to the COR for review prior to suspense date (Deliverable 9).
Create new distribution lists and maintain distribution lists for use within the SGS Office and other respective offices, when requested.
Assist in creation and maintenance (to include updates) to the USAMRDC Contingency Long Range Calendars and Leave/Temporary Duty (TDY) calendars for the SGS, CoS, DCO, DTCG and the CG (Deliverable 10).
Assist with maintenance of the space roster for the Command Suite, using the correct forms for the updates.
Assist with authenticating and publishing of USAMRDC policy and memoranda using designated distribution lists upon approval by the COR (Deliverable 11).
Provide staff support for awards, promotion, retirement, and other ceremonies within USAMRDC HQ.
Required experience:
Experience providing senior executive administrative support.
Excellent oral and written communication skills with a high level of accuracy in grammar, spelling, and proofreading.
Demonstrated ability to work effectively, collaboratively, and professionally, and maintain a high level of confidentiality and flexibility in a fast-paced environment while prioritizing multiple tasks.
High-level of technical proficiency with MS Office, especially PowerPoint/Excel
US citizenship required
Must be able to pass a National Agency Check with Inquiries (NACI).
CICONIX, LLC is an Equal Opportunity Employer, including disability/vets
Competitive market-based salary, commensurate with experience and education
Comprehensive benefits package available (Medical, Dental, PTO, 401k etc).
Salary : $90,831 - $96,886
