Executive Administrative Specialist

Executive Administrative Specialist

Please note: This position is contingent upon the award of a contract. We will provide updates on the status of the contract and next steps during the hiring process.

Minimum Qualifications Summary

Certification & Education

• Must possess a current U.S. Passport with ability to travel and work overseas.
• Must be able to meet COMSEC briefing and Local Element management certification requirements available under the OPNAVINST 2201.4, DoD Instruction 8523.01 and Air Force Manual 17-1301.
• SECRET security clearance

Experience Required

• Preferred:
  Prior experience in the preparation and coordination of schedules, drafting of correspondence documents, Microsoft Office, and assisting in the coordination of operational tasks for Department of Defense senior personnel
• Strong writing, analytical, and reading skills, as well as the ability to effectively communicate
• Five years' military experience

Job Objective

Under a five-year contract, the Executive Administrative Specialist will support the United States Marine Corps Forces, Central Command (MARCENT) and subordinate commands. The scope of the requirement includes professional services for MARCENT located aboard Mac Dill Air Force Base (AFB), Florida, which serves as a Component Command to U.S. Central Command (USCENTCOM). Specifically, the Executive Administrative Specialist will support the Command Element.

The Command Element directs executive level management and the required command and control actions for command-wide mission execution.

Responsibilities

• Provide Executive Specialist proficiency level administrative support to the staff.
• Coordinate travel orders, travel order generation, and coordination of preparatory and closing actions associated with Key Leader Engagements.
• Support the preparation and coordination of schedules, drafting of correspondence documents, and assisting in the coordination of operational tasks from within and outside MARCENT. This position will directly support MARCENT's Chief of Staff.
• Manage calendars, including scheduling meetings, appointments, and travel arrangements
• Prepare correspondence, reports, presentations, and other documents
• Screen and prioritize incoming calls, emails, and other communications
• Coordinate communication between executives, staff, and customers
• Schedule and coordinate meetings, including preparing agendas, taking meeting minutes, and following up on action items
• Arrange for conference calls, webinars, and video meetings

• Assist in planning and coordinating events, conferences, and business functions
• Maintain organized filing systems for electronic and paper documents
• Ensure that all records are easily accessible and comply with security requirements
• Oversee office supplies and inventory, and place orders when necessary
• Ensure the smooth operation of office equipment and arrange for maintenance
• Coordinate office maintenance and logistics
• Assist with the management and tracking of special projects
• Prepare reports, presentations, and materials for project meetings and updates
• Assist with managing budgets and track expenses
• Prioritize and manage multiple tasks simultaneously, ensuring that deadlines are met
• Handle routine tasks with minimal supervision and take initiative in resolving issues
• Perform general administrative duties such as filing, photocopying, faxing, and scanning
• Provide additional support as needed, performing all tasks as directed by the Chief of Staff

Education & Certification

• Must possess a current US Passport with ability to travel and work overseas.
• Must be able to meet COMSEC briefing and Local Element management certification requirements available under the OPNAVINST 2201.4, DoD Instruction 8523.01 and Air Force Manual 17-1301.

Security Clearance

• SECRET security clearance

Work Location

• MARCENT, Mac Dill Air Force Base, Tampa, Florida
• Travel: Must support the projected travel in support of government requirements to MARCENT AOR and supporting locations, which includes but not limited to the following countries:
  Bahrain, United Arab Emirates (UAE), Saudi Arabia, Jordan, Egypt, France, Germany, United Kingdom, Oman, Qatar, Kuwait, Iraq, Israel, Afghanistan, Syria, Lebanon,…