Global Dimensions LLC is seeking a highly organized and professional Executive Administrative Assistant to provide comprehensive administrative support to the Command Digital and Artificial Intelligence Office (CDAO) of USSOCOM (United States Special Operations Command). The successful candidate will play a pivotal role in ensuring the efficient operation of the CDAO office, managing communication flows, coordinating schedules, and managing confidential information with the utmost discretion. This is an exceptional opportunity for a detail-oriented individual to contribute to the success of a dynamic and critical command within the United States military.
The Executive Administrative Assistant supports SOCS-CDAO primarily focused on coordinating, tracking and handling the day-to-day management and administration of the CDAO office. Supports the CDAO office on all matters relative to the coordination, integration and synchronization of staff actions, events, and activities. Assists with Battle Rhythm meetings and events to include scheduling of conference rooms, VTC equipment, seating charts, and developing/providing copies of read-aheads for said meetings. Provides administration and information management advice and guidance to personnel assigned to the CDAO.
Duties Include:
· Manage the operational schedule of the Chief Digital and Artificial Intelligence Officer and maintain the CDAO organizational calendar/long-range calendar. Provide full time administrative support; personnel to perform a full range of administrative, clerical and office support duties to include but not limited to; scheduling and providing administrative support; participating in special meetings and events and assisting with special projects; balancing administrative workload; and providing advice and guidance on subjects related to administration and information management.
· Handle telephone calls, messages, short-fused taskers, and daily details of Chief Digital and Artificial Intelligence Officer’s office calls, briefings, and official social functions; develop, initiate, and execute administrative tasks and procedures concerning high interest items, flow of information, and staff action package processing.
· Research and resolve administrative issues and complaints; follow up to ensure complete and quality resolution; oversee and maintain the office calendar; and assist other staff officers in making appointments and arranging meetings.
· Planning and implementing visits, conferences, and other events involving distinguished visitors, guests, and/or groups.
· Making official travel arrangements in the Defense Travel System and assisting with travel voucher problems.
· Independently develop methods and procedures for office automation tasks and identify and solve problems in existing methods or procedures. Perform quality assurance checks for all correspondence to ensure accuracy and compliance with USSOCOM standards, policies, and guidance.
· Use software to create, copy, edit, store, retrieve, and print forms, memos and letters; use database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and use graphic software to provide graphs and charts for reports and presentations.
· Use multiple office automation software applications to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases with spreadsheets.
· Develop, establish, update and maintain office procedures and records files; file and maintain copies of policies, plans and program information for the office; and control and disseminate classified and unclassified mail.
· Responsible for the receipt, control, logging, safekeeping, and other necessary actions to account for incoming and outgoing correspondence and files; and transmit and receive documents and messages electronically.
· Collect, collate and present metrics.
· Prepare documentation to initiate requests for additional resources including equipment, furniture, supplies, space and printing support.
· Independently identifies administrative and office management problems, issues, and/or administrative issues and recommends potential solutions. Provides administrative office procedures and protocols support that affect the orderly and efficient flow of work within the Command Digital and Artificial Intelligence Office.
· Develop and maintain a task tracking system to prioritize Chief Digital and Artificial Intelligence Officer key tasks and deliverables, coordinated with senior leaders; prepare and update status of tasks for reporting; and resolve prioritization conflicts with other staff executive assistants and executive officers.
· Applicant shall have additional specific administrative duties.
· COS Daily Task