Executive Assistant for TMAS AEDC in Arnold

Locations: Arnold AFB, TN

Time type: Full time

Posted on: Posted Today

Job requisition id: JR100458

Duties may include, but are not limited to, the following:

• Provide direct administrative support to the TMAS AEDC Program Manager (PM) and Deputy PM, as well as to Branch Leads, Group Leads, and technical staff as directed.
• Maintain a positive and welcoming presence in the office, providing assistance in a professional manner at all times.
• Address travel needs of the workforce, both CONUS and OCONUS, following established approval process.
• Maintain adequate inventory of office supplies, drinks, snacks, etc.
• Maintain email distribution lists, adding and deleting members as needed to maintain currency.
• Maintain local employee records in a secure manner.
• Maintain communication with administrative workforce at other locations.
• Coordinate lunches including catering arrangements and/or personal pick-up and delivery of food/drinks.
• Assist in planning and conducting group outings of the TMAS Team, including researching potential venues and activities, selecting optimum schedule dates, and communicating such events to the workforce in a manner that maximises participation.
• Assist in acquiring computer hardware and software via AEDC processes.
• Track workforce completion of training assignments.
• Compile and manage telework agreements.
• Track and file employee access requests.
• Scan/print documents and/or make copies as requested.
• Conduct quality reviews of various documents prior to submittal to customer.
• Maintain shared workforce folders, frequently updating with current forms and processes.

Serve as backup for the following:

• Schedule meetings and appointments including interviews, new hire breakfasts, performance assessments, staff meetings, etc. (attend as requested).
• Maintain meeting calendar(s).
• Complete Labor Category Verification (LCV) forms for candidate new employees.
• Complete and submit Form 860 badge requests to Visitor Center.
• Complete DD2875 forms for new employees.
• Prepare the monthly A008 “TMAS roster” deliverable.
• Address requests for Personal Protective Equipment (PPE) as well as employee reimbursements.
• Gather and track monthly receipts.
• Address Common Access Card (CAC) needs of the workforce including routing of MP ICAM forms and completion of monthly CAC reverifications.
• Process employee terminations.
• Compile and address initial editing of monthly report inputs in preparation for PM review.
• Research and book travel arrangements for the PM.

Minimum Requirements:

• Possess, or ability to acquire, and maintain a Secret DoD clearance.
• Bachelor’s degree or six years of applicable work experience.
• Strong interpersonal skills with ability to interface effectively with a wide range of personality types.
• Exceptional communication skills, both verbal and written.
• Proficiency with Microsoft Office products, in particular, Outlook, Word, Excel, and PowerPoint.
• Proficiency with PDF files, including creation, revision, and processing of all types of documentation using available features of the software, in particular, digital signature incorporation.
• Familiarity with Teams including setting up calls and meetings, establishing channels, and adding/deleting members.
• Strong technical editing skills to facilitate detailed document reviews and incorporations of revisions to enhance quality, consistency, and readability.
• Ability to learn AEDC systems and processes and become proficient in their use.
• Ability to multitask, handling a diverse set of assignments and completing them based on assigned priorities and established deadlines.

Desired Skills/Experience:

• Graphic design capabilities.
• Financial management/cost accounting.
• Records/file management.
• Knowledge of project management basics.