Executive Assistant

• Coordinate administrative activities and manage day-to-day operations of the Front Office, supporting the Commanding Officer, Executive Officer, and Executive Director. Resolve issues, answer questions, correct deficiencies, and evaluate management support to ensure objectives are met.
• Oversee the Commanding Officer’s daily calendar and related activities, ensuring alignment with priorities.
• Handle visitors and phone calls for the Front Office.
• Arrange VIP visits to the command, including itineraries and providing schedules and information to internal and external stakeholders.
• Manage Front Office administrative workflows and ensure compliance with Department of Navy (DoN) policies for record-keeping.
• Monitor and respond to inquiries in the Front Office email distribution box in a timely manner.
• Prepare materials for meetings, including read-ahead documents, binders, and presentation slides. Set up conference rooms as needed.
• Maintain office supplies and ensure inventory is stocked.
• Track and route documents for signatures, ensuring timely processing.
• Maintain and update Front Office Standard Operating Procedures (SOP) for daily operations.
• Independently draft executive-level communications, ensuring accuracy and adherence to department and agency policies.
• Utilize Microsoft software, office applications, and systems to access data and generate reports as required.
• Perform other assigned duties as necessary.
• Track and maintain official correspondence.
• Act as the point of contact for all Defense Travel System (DTS) transactions, foreign travel, and passport matters.
• Create detailed travel and meeting itineraries.
• Serve as the main contact for mailroom-related matters.
• Maintain Travel Books.
• Keep the organization chart, phone roster, emergency contacts list, and muster listings up to date.
• Create and distribute name tags and New Employee Packages.
• Plan and coordinate meetings, events, and ceremonies as required.
• Organize meetings with senior officials and industry representatives.
• Strategically schedule and manage calendars to align with priorities, goals, and objectives.
• Administer the leave calendar.

• Bachelor’s degree or equivalent U.S. military service experience.
• Must be a United States citizen.
• Strongly prefer 4-8 years of U.S. Navy experience as a military member, civilian employee, or support contractor.
• Must possess an active DOD Secret security clearance.
• Proficiency using the Microsoft Office suite including Word, Excel, and PowerPoint.
• Outstanding verbal and written communications skills.
• Outstanding time management and organization skills.
• Ability to perform frequent internal and external customer interface including regularly scheduled and ad hoc meetings.
• Ability to be able to travel reasonable distances (up to ½ mile one way) to meet with customers or other company personnel in the execution of job functions.
• Ability to be able to lift and carry up to 25 pounds in a backpack or messenger bag in order to carry a laptop, notebooks, papers, binders and other tools and equipment required in the execution of job functions.

Benefits

TMB currently offers the following employee benefits:

• Health, Dental, and Vision Insurance
• Flexible Spending Accounts for Medical, Dependent Care, Qualified Transportation Expense, and Non-Employer Sponsored Plans
• Life and AD&D Insurance
• Short- and Long-Term Disability coverage
• Paid Holidays
• Paid Time Off (PTO)
• Several defined contribution retirement plans including a 401(K) and Employee Stock Ownership (ESOP) Plan