Executive Assistant

We are seeking a highly organized and detail-oriented Administrative and Program Management Support Specialist to provide comprehensive support to the Joint Interoperability & Data Link Training Center (JID-TC). The ideal candidate will excel in managing administrative tasks, program support, scheduling, and ensuring compliance with organizational procedures and standards. This role is critical in maintaining the seamless daily operations of the JID-TC and supporting its mission objectives.

Key Responsibilities:

• Calendar and Meeting Management:

  • Maintain office and event calendars.
  • Schedule meetings, conferences, appointments, ceremonies (e.g., awards, promotions, retirements), and associated logistics.
  • Manage and analyze schedules, daily availability reports, and rosters.

• Document Preparation and Correspondence:

  • Prepare and distribute agendas, meeting minutes, official correspondence, and documents for signature.
  • Ensure documents comply with relevant Joint Staff (JS) manuals, instructions, and regulations.
  • Review correspondence for grammatical accuracy, formatting, and adherence to policy.

• Database and Reporting:

  • Develop and maintain databases to support operational requirements.
  • Generate reports, memoranda, briefings, and technical presentations.

• Travel Coordination:

  • Maintain and update the JID-TC travel tracker program.
  • Coordinate travel arrangements, authorizations, and vouchers using the Defense Travel System (DTS).
  • Serve as a Non-DTS Entry Agent (NDEA) when required.

• Personnel Administration:

  • Assist with personnel in/out-processing and coordinate actions with the MILSEC Civilian Personnel Office.
  • Track performance reports, annual training, and awards.
  • Prepare and monitor performance evaluation reports (OPR/EPR/OER/PRF).

• Office Productivity and Supplies Management:

  • Develop and execute tasks to improve office productivity, analyzing and revising procedures as needed.
  • Manage office supplies, track usage, and consolidate requests for approval and purchasing.
  • Maintain property accountability and key control for command group areas.

• Security and Visitor Management:

  • Maintain JID-TC access rosters, visitor badge programs, and validate student clearances using JPAS.
  • Support security representatives by ensuring proper personnel clearances and enrollment in JID-TC databases.

• Task and Event Coordination:

  • Track and manage internal and external tasks using ETMS2.
  • Support Distinguished Visitor events by preparing briefing materials and coordinating documentation.
  • Schedule conference rooms and coordinate AV/VTC support.
• Additional Requirements:
  • Must have a Top-Secret security clearance.