Executive Assistant




AMSG is seeking an Executive Assistant to support a DoD contract.

Location:  San Antonio, TX
Education:  Bachelor’s Degree
Years of Experience:  4 years
Clearance Requirements:  DoD Public Trust
Job Type:  Full Time

General Description:  The Executive Assistant will collect and coordinate Offices absence, leave and Temporary Duty plans; including preparation of appropriate Government travel and training documents in support of personnel occupying Government Billets, Service Loaner Personnel and Workgroup travelers and support the following duties:

  • Complete and maintain Staff Action Control Templates to track all pending actions of various types from the various echelons within the branches or directorates.
  • Assist in the drafting, editing and compiling of documents and coordinate document archiving in electronic media and repositories. This activity includes the analysis and processing of electronic documents for web-based storage, retrieval, publication and distribution.
  • Establish complementary and redundant clerical administrative skills to facilitate cross-utilization and to ensure the team operates efficiently at all times.
  • Provide administrative services and support that includes, but are not limited to, general administrative support to coordinate meetings, working groups, and conferences sponsored by and/or attended by Government staff. Duties shall include:
    • Answering the telephone and provide phone message support.
    • Sending, receiving and distributing facsimiles.
    • Monitoring office equipment (Replace/fill as necessary: toner cartridge/paper supply located at the printers and fax machine, call for maintenance, etc.).
    • Monitoring/ordering and refilling office supplies.
    • Maintaining DAI/GFEBS schedules for Senior Management and other staff members as required.
    • Monitoring all correspondence that arrives into the directorate via Correspondence and Task Management System (CATMS) for actions.
    • Setting up/coordinating meeting schedules and conference rooms.
    • Maintaining filing and maintain current and up-to-date records/files.
    • Providing copying support.
    • Maintaining document archives, as well as index files and notebooks.
    • Monitoring, distributing  and  managing  all  mailings,  packages,  and  special  deliveries  to  and  from  the Government mailroom, and other government spaces.
    • Informing and updating staff and support staff of meetings, cancellations, and special notices/requirements and off-site meetings.
    • Coordinating and arranging both Video and Audio Teleconference support as needed to support staff meetings and training.
  • Utilize office automation tools such as Microsoft Outlook e-mail and Schedule capability. Correspondence and Task Management System (CATMS) (correspondence tracking system), and other DHA computer tools for executing office administration and staff support tasks the Government customer.
  • Support and attend meetings as required
  • Update Personnel Status Board as required.
  • Cover the receptionist desk during business hours as required and follow Government procedures for controlling access to the office suite.
  • Support management during weekly meetings.
  • Research and prepare input to Weekly Activity Reports as required.
  • Assist the Government in minor staff relocation and realignment to include preparation, organization, transportation and temporary storage.
  • Compile and maintain, both electronically and in hard media, a Comprehensive Operating Manual that details all administrative procedures.
  • Assist with the drafting/updating of Standard Operating Procedures as required.
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