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Executive Administrative Assistant 

Clearance: Top Secret with SCI Eligibility 

Location: Redstone Arsenal, Alabama 


The Executive Administrative Assistant performs a variety of clerical and administrative duties that are necessary to efficiently run an organization. This Executive Administrative Assistant will directly support the Procurement Section Front Office (PSFO).

  • Create, customize, prepare, and maintain presentations, briefing charts, and documents using computer software (e.g., Microsoft Office Suite), websites, graphical elements, scanned photos, and other presentation materials consistent with Procurement Section messaging to be disseminated on behalf of the Section Chief.

  • Review and modify correspondence for internal consistency and conformance.

  • Maintain and update the calendar of management within the assigned Units and/or Sections using computer software (e.g., Microsoft Office Suite) by making appointments and arranging meetings, based on the manager’s schedule and current issues.

  • Coordinate and support meetings and special events for the organization to include coordinating all amenities, accommodations, visit requests, and collection of funds.

  • Schedule accommodations for meetings, record lunch requests for meetings with outside guests, notify attendees, coordinate Video Teleconference Conference requirements, and handle any other special requirements for meetings/conferences/projects (reserve parking spaces, directional signs, registration desk, name plates, table tents, etc.).

  • Obtain and deliver read ahead material for management’s scheduled meetings and distribute to attendees.

  • Provide recommendations for communication content delivery method to include updating PowerPoint Slides and Section Internal and External SharePoint Site.

  • Support leadership team in preparing presentation slides and materials by gathering metrics, informational data, and compiling information into a comprehensive presentation.

  • Prepare travel requests; arrange travel and lodging ; arrange and coordinate a schedule for visits.

  • Maintain conference room reservation schedules for the purpose of coordinating meetings, visits, and appointments.

  • Enter data and maintain office databases such as organizational charts, personnel accountability, travel, training, and budget.

  • Enter and maintain professional data.

  • Serve as records manager and maintain office files.

  • Collect, review, archive forms (such as leave requests, employee work schedules, and telework applications), and enter data into the timekeeping system for branch chief review.

  • Coordinate, define structure, and organize electronic materials, presentations and documents using databases, servers, and SharePoint sites.

  • Prepare property turn-ins.

  • Prepare, review, and process training requests, travel vouchers, conference requests, personnel related documents, and technical report staffing for conformance to policy and procedures prior to obtaining the appropriate authoritative signature.

  • Gather and organize completed personnel documents and delivering completed document packages for personnel actions to include civilians, contractors, students, guest researchers, etc.

  • Respond to administrative queries and taskers by the established deadline. Keep accurate records of final disposition of each action and inform the respective action officer of results.

  • Receive and screen visitors and phone calls. Professionally answer office manager telephone line, take messages, and refer calls and visitors to appropriate staff.

  • Operate shared office equipment, to include copy machine, scanners, facsimile machine, computers, printers, and shredders, and as needed submit repair requests.

  • Follow standard operating procedures (SOP) and Internal Operating Procedures (IOPs) provided as Government Furnished Information (GFI) at contract award, related to functions such as personnel accountability, security, and safety.

  • Prepare and review correspondence (e.g., minutes, information papers, reports, queries, taskers) for grammatical errors, proper tone, accuracy, clarity, and formatting. Make corrections and retype as necessary.

  • Participate as a member of Integrated Product Teams (IPTs) or groups developing changes or improvements to administrative processes and procedures.

  • Top Secret Security Clearance from a Single Scope Background Investigation (SSBI) with Sensitive Compartmented Information (SCI) access approval eligibility.

  • Must have a Bachelor’s Degree with eight or more years of experience providing administrative support at an executive-level within a federal government and/or corporate environment. A minimum of ten years of specialized experience that is in or directly related to the line of work of the position may be substituted for education.

  • Must have eight years minimum experience preparing documents, letters, memorandums, reports, briefings, and/or administrative forms, such as government travel and expense forms.

  • Must have eight years minimum experience proofreading grammar and punctuation with a high level of accuracy.

  • Must have excellent interpersonal, written, and oral communication skills.

  • Must be able to multitask independently in a fast-paced environment.

  • Must have demonstrated experience and a high degree of proficiency using MS Office, including Word, Excel, PowerPoint, and Outlook.

  • Must have demonstrated experience operating standard office equipment, to include telephones, copy machines, scanners, facsimile machines, computers, printers, and shredders.

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