Executive Administrative Assistant - TBICoE HQ

The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc.; Silver Spring (MD); On-site; USD 40,000 - 55,000; Full time

Job summary

The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc. (HJF) is seeking an Administrative Assistant to support TBICoE HQ leadership in Silver Spring, MD.

The role includes calendar management, travel coordination, meeting support, document preparation, and records management using Microsoft Office and SharePoint. Responsibilities include handling phone inquiries, arranging meetings and venues, transcribing minutes, and maintaining financial ledgers related to travel and

Qualifications

• Bachelor's Degree required.
• 6-8 years of experience required.
• Proficiency in Microsoft Office suite required.
• Strong organizational and communication skills required.

Responsibilities

• Answer incoming telephone calls for TBICoE HQ.
• Maintain calendar of appointments and coordinate travel and leave schedules.
• Schedule meetings, reserve rooms, issue Teams meeting codes, and transcribe minutes.
• Provide administrative assistance for TBICoE leadership and projects.
• Develop and maintain travel tracking system for conferences, workshops, and site visits.
• Manage travel arrangements, including transportation, lodging, and travel orders.
• Enter travel data into the Defense Travel System (DTS) and coordinate with Budget Office.
• Ensure records management per DHA/DoD policies and assist audits.

Skills

Administrative support

Calendar management

Communication

Travel coordination

Interpersonal skills

Education

Bachelor's Degree

Tools

Microsoft Office

Teams

Outlook

Word

Excel

PowerPoint

SharePoint

EndNote

Job description

The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc. (HJF) is seeking an Administrative Assistant to support TBICoE HQ leadership in Silver Spring, MD.

The role includes calendar management, travel coordination, meeting support, document preparation, and records management using Microsoft Office and SharePoint. Responsibilities include handling phone inquiries, arranging meetings and venues, transcribing minutes, and maintaining financial ledgers related to travel and