Executive Assistant

Job Description

Job Description

Job Description: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. Qualifications/Experience:Bachelor 's degree required with 6 years of relevant experience, or HS Diploma with 10 years of relevant experience.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. Strong project management skills, emotional intelligence, and integrity are essential for this position.Experience coordinating VIP visits, distinguished visitors (DVs) or senior leader engagements preferred. In addition, the candidate must be comfortable working in a high energy, collaborative, fast paced, professional environmentThe ideal candidate will be team-oriented, possess the ability to work with other professionals collaboratively, possess agility and the desire to adapt to constantly changing demands and new tools/technologiesComputer skills required include advanced expertise in Microsoft Office software (Teams, Word, PowerPoint, Outlook, and Excel), SharePoint and intranet/internet proficiencyUnderstand the sensitive nature of working in an executive office and have good judgement, problem solving skills and maintain the highest levels of confidentialityComfortable operating in a fast-moving environment and managing information flow in a timely and accurate mannerExperience with Defense Travel System (DTS)Prior experience coordinating both on and off-site meetings and/or eventsExperience writing, proofreading, and correcting documentsMust have the ability to independently compile and generate reports/presentationsExpert level proficiency with oral and written communication skillsDemonstrated ability to manage multiple administrative projects and initiatives; experience in supporting a variety of executive levels, management level and administrative support within an organizationPossess an active DoW SECRET security clearance or the ability to obtain 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 requiredProcess queries and requests for information and data, directing them to the appropriate office or point of contactResolve 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 accuratePrepare travel arrangements in the Defense Travel System (DTS), including travel, lodging, and rental car bookings, and prepare a comprehensive travel book with agendaPrepare agendas for meetings and record, compile, transcribe, and distribute meeting minutesMaintain office supply inventories and coordinate replenishment as neededEffectively 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 preparationCoordinate, set up, and execute off-site events, team-building activities, and agency social eventsAttend meetings with leadership, transcribe notes, record action items, and ensure the timely fulfillment of post-meeting actionsCreate, edit, and proofread documents and presentations using the Microsoft Office suite of products, including PowerPoint, Word, and Excel Systems Technology & Research, Inc. is an Equal Employment Opportunity (EEO) employer and does not discriminate based on race, color, national origin, religion, gender, gender identity, age, veteran status, political affiliation, sexual orientation, marital status or disability (in compliance with the Americans with Disabilities Act) with respect to employment opportunities. For more information go to U.S. Equal Employment Opportunity Commission.As an Equal Employment Opportunity employer, we are additionally committed to providing reasonable accommodations to ensure all qualified applicants have the ability to be considered for employment. If a disability prevents you from participating in any step of the hiring process, please contact our HR team at [email protected] to request reasonable accommodation.