Executive Administrative Assistant. Senior

Diaconia; Kentucky; On-site; USD 50,000 - 70,000; Full time

Job summary

Diaconia is seeking an Administrative Specialist, Senior to join our team in a DoD environment. You will coordinate executive calendars, prepare briefing materials, and support directorate operations to ensure seamless day-to-day activities.

The role requires 10+ years of admin experience, DoD familiarity, and a active security clearance. You will manage schedules, coordinate meetings (including VTC), and assist with program documentation and travel arrangements.

Qualifications

• HSD/GED with 10+ years admin experience; DoD exp preferred.
• Must have Secret or Top Secret clearance and U.S. citizenship.
• Proficiency in Word, Excel, and databases.

Responsibilities

• Process NDAs and support directorate day-to-day operations.
• Plan calendars, meetings, and executive briefings.
• Maintain schedules and prepare executive documentation.
• Coordinate meetings including VTC, room setup, and secure rooms.
• Prepare graphics and briefs for staff meetings.
• Maintain AFRIMS records and travel arrangements.
• Assist with data entry and timekeeping systems (ATAAPS, DCPS, DTS).
• Support management and logistics across divisions.

Skills

Security Clearance

Citizenship

MS Office

Executive Support

DoD Experience

Education

HSD/GED

Tools

DTS

ATAAPS

DCPS

FARM

AFRIMS

SOCCER

Job description

Description

Description

Diaconia is looking for a talented Administrative Specialist, Senior to join our Amazing team! If you're looking to join a company that truly appreciates you and your talents, look no further! At Diaconia, we are committed to serving and caring for our colleagues, our clients and our community. Our team is made up of talented individuals who appreciate having the opportunity to contribute their knowledge and experience to further the growth and development of our industry. Our ideal candidates embrace diverse thinking, enjoy partnering with others and are seeking to make a difference!We are currently searching for a new, full-time member for our team for the position of:Administrative Specialist, Senior

The candidate will interact with lateral organizations, or any external agencies required including base facility, personnel, security, computer support, foreign disclosure, foreign travel, public affairs, and the building managers to facilitate uninterrupted day-to-day operations of the directorates and divisions. Candidate must have at least three years of executive administrative support experience in DoD or industry.

Responsibilities

• Process non-disclosure agreements for directorate personnel prior to accessing competition-sensitive or proprietary data, information, or documents, assist in planning and organizing the full spectrum of actions required for the directorate to conduct day to day business, including, but not limited to, planning executive calendars and scheduling meetings; assist in performing a wide range of management activities to include, but not limited to: working with functional managers, outside agencies, contractor personnel, and the program office customers concerning preparation of technical material, management presentations, and other material in support of meetings, minutes, agendas, and compilation of briefings; gathering a variety of program information; assisting in pre-acquisition and acquisition strategy planning and implementation; assisting in the development of executive documentation; assisting in the development of milestone planning, tracking, scheduling, briefing preparation, staff coordination, and decision documentation preparation; implementing documentation reviews.
• Support staff leadership, teams, and office personnel by the development, maintenance and modification of directorate/division/program schedules and calendars.
• Assist in the planning, formulation, editing, development, publication, and storage of finished products to include, but not be limited to, program documentation, plans, directives, reports, briefings, and other presentations as required (technical and non-technical, classified, and unclassified) in the media and format requested.
• Provide support by organizing and facilitating program briefings, to include, but not limited to, gathering information, reviewing reports, reviewing charts, and other business integration support as needed.
• Assist with, plan, and coordinate meetings to include VTC, room set-up (including but not limited to ensuring sufficient seating and creating name placards) and closing/securing conference rooms.
• Assist with internal and external briefings and reports by providing expert knowledge and capability to produce visual aids (slides, briefing charts and other graphics); file and retrieve graphics materials to facilitate research and expedite creation of briefings and reports; compile and prepare briefings and reports in hard copy for special and/or recurring reports; and provide assistance during briefings upon request.
• Assist in maintenance of OIs for the USG. This includes the development and maintenance of self-inspection checklists.
• Maintain official file plans with the use of the Air Force Records Information Management System (AFRIMS) or other appropriate information management systems. 3.12.2.9 The Contractor shall assist in the establishment and maintenance of master files and file plans of the divisions and program data to facilitate tracking and resolution of issues associated with operations.
• Have expert knowledge in AFRIMS and the ERM structure to perform record searches of active and inactive, physical and electronically stored final and draft documentary materials related to search criteria.
• Assist in preparing and processing CONUS and OCONUS travel arrangements and travel vouchers.
• Verify the accuracy of data inputs for the divisional Automated Time Attendance and Production System (ATAAPS), Defense Civilian Pay System (DCPS), Customer Service Representative (CSR), in/out-processing, DTS, and Functional Area Records Management (FARM).
• Assist with the suspense tracking system.
• Provide assistance in the development of program documentation, including aircraft availability plans, program management plans, modification management plans, and other program plans, strategies, schedules, or agreements necessary for efficient program management.
• Serve as the focal point for collecting, preparing, and displaying materials for staff meetings.
• Provide administrative support for management, financial, contracting, configuration, engineering, system integration, and logistics management activities.
• Provide administrative assistance to the Management Operations Division and personnel.
• Assist in managing and tracking the civilian and military decoration programs within the directorate/division.
• Assist with tracking the training budget information for the training Government Purchase Card (GPC) holder.

Requirements

Required Qualifications:

• HSD/GED, ten (10) years' experience as an administrative worker, five (5) years' DoD experience required
• Working knowledge of desktop applications including word processing, spreadsheet, and database applications
• Secret or Top Secret Clearance
• U.S. Citizenship required

Preferred Additional Qualifications

• Experience using Defense Travel System (DTS)
• Experience using Automated Time Attendance and Production System (ATAAPS)
• Experience using Defense Civilian Pay System (DCPS)
• Experience using Functional Area Records Management (FARM)
• Experience using Air Force Records Information Management System (AFRIMS)
• Experience using Senior Officer Communication and Coordination Electronic Resource (SOCCER)

Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information. Diaconia is an Equal Opportunity Employer, Minorities/Females/Veterans/Disabled. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.