Executive Assistant - Five Eyes Air Force Interoperability Council at British Embassy

Executive Assistant - Five Eyes Air Force Interoperability Council

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The FVEY Air Force Interoperability Council (AFIC) is an organisation mandated to maximise interoperability between the Air Forces of Australia, Canada, New Zealand, the United Kingdom, and the United States. The Management Committee (MC), made up of military representatives of each of the member nations, implements the AFIC programme, oversees the AFIC Steering Group (SG), Working Groups (WG) and associated Project Groups (PG), and manages the publication library of five-nation agreements.

The Executive Assistant to the AFIC MC provides Administrative and Secretarial Support as specified below under Roles and responsibilities to the AFIC MC, based in the Pentagon in Arlington, Virginia.

Duties involve extensive use of office software tools and knowledge management skills to facilitate and run a number of interoperability Working Groups (WG) as directed by the governing board of National Directors. Central to the team, the jobholder will assist the MC in running the AFIC portfolio of meetings and assisting with the development and management of publications within the All-Partners Access Network (APAN) SharePoint site and the US DoD/DoW Non-classified Internet Protocol Router Network (NIPRNet).

1. Provide general administrative and secretarial support to the MC.

• Help the Chair prepare for MC, Steering Group (SG) and National Director (ND) Meetings and Video Teleconferences (VTC) s and deliver reports according to the AFIC battle-rhythm.
• Assist MC Chair by maintaining MC actions tracking.
• Maintain calendars, records and contacts.
• Support Office annual workflow and miscellaneous tasks (review, manage awards etc).

2. Support WG, SG, and ND Meetings Preparation and Documentation.

• Draft of agendas, convening orders, minutes, reports and other supporting materials within the specified time frames laid out in governing documents.
• After ND and WG Meetings draft minutes within agreed timelines.
• Assist in booking of conference rooms and meeting logistics.

3. Responsible for the management, editing and publishing of AFIC templates, reports, publications and other documents, to ensure version control throughout the draft process.

• Update templates to reflect current office operations.
• Format, edit and publish appropriate documents within a week of them being received.

4. Responsible for Information Management of the AFIC Knowledge Management Systems.

• Manage and maintain the AFIC SharePoint sites to ensure integrity and prevent duplication.
• Update the website and check for accuracy and consistency between records.
• Maintain the APAN AFIC website, keeping it consistent with all AFIC reports.
• Manage and maintain the AFIC ‘P-Drive’ as an archive of all AFIC documents and publications.

5. Responsible for ordering and tracking AFIC promotional materials.

6. Any other tasks as required by the Management Committee, including MC onboarding and Pentagon personnel escorting. Support the US MC representative, as required, to accomplish onboarding/out-processing administrative tasks for arriving team members.

• Previous experience in a relevant role.
• Information management experience preferably Microsoft (MS) SharePoint.
• Experience of meeting management and reporting.
• Skilled in use of MS Excel/Word/PowerPoint/Teams and SharePoint.
• Excellent English written and verbal communication skills, including strong editorial and note-taking skills.
• Strong organisational skills.
• Ability to work independently with minimal supervision (due to MC travel).
• As access to the majority of AFIC information is restricted to members of the AFIC Nations, applicant must meet criteria of being a National of AU, CA, NZ, UK, or US.
• Legal status to live and work in the US in your own right, from time of application.
• Must be able to obtain Secret level clearance:
  Applicants must be able to pass the appropriate UK-issued clearance level prior to taking up the role if not already in receipt.

• Experience…