Executive Assistant - Administrative Support Assistant 5

State of Iowa; Johnston (IA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Paid Time Off

Health Insurance

Retirement/IPERS

Flexible Spending Accounts

Employee Discounts

Job summary

The Iowa Department of Public Defense seeks an Executive Assistant to support the Senior Command Group, reporting to The Adjutant General, Iowa National Guard. This role provides sensitive administrative, operational, and executive level support, coordinating calendars, travel, and official communications.

You will draft and distribute formal documents, ensure policy alignment, manage timekeeping in Workday, and oversee budgets and security-related tasks.

Qualifications

• Five years of full-time work experience in a secretarial or administrative support capacity.
• Experience coordinating calendar, travel, and official events for senior leadership.
• Ability to prepare, format, and distribute official documents and reports.

Responsibilities

• Schedule and manage meetings and official commitments for the Senior Command Group.
• Coordinate domestic and international travel logistics and orders.
• Compile documents and research for events; liaise with Governor’s Office and National Guard Bureau.
• Manage event protocol for dignitaries and VIPs, including invitations and itineraries.
• Draft and distribute official documents; ensure alignment with Army or Air policies.
• Review documents for formatting and verify contracts as Notary Public with approval.
• Oversee timekeeping and leave accountability using Workday for senior staff.
• Track budgets and prepare reports, including SLMO reports to the National Guard Bureau.
• Oversee procurement of coins and medallions; manage assets and equipment for executive suites.

Skills

Administrative support

Calendar management

Travel coordination

Notary public

Workday proficiency

Tools

Workday

Job description

What We Are Seeking

The Department of Defense is looking for an Executive Assistant to support the Senior Command Group. This position reports to The Adjutant General, Iowa National Guard and provides sensitive administrative, operational and executive level support.

Who We Are

Our Agency directly supports the Iowa National Guard sustainment, readiness and modernization, providing support so they are able to fulfill their missions in Iowa’s communities or their work for the State during emergencies or times of need. We are madestrong by a highly qualified, diverse and talented staff. Working at the Iowa Department of Public Defense will provide you with the opportunity for a robust career!

What You’ll Do

• Schedule and manage meetings and official commitments, resolve any conflicts, and handle calendar permissions.
• Coordinate travel logistics and process military orders for both domestic and international travel.
• Compile necessary documents and research for events and liaise with external offices such as the Governor’s Office and National Guard Bureau.
• Manage event protocol for dignitaries and VIPs, including invitations, itineraries, and hospitality.
• Draft and distribute various official documents for the Senior Command Group, ensuring alignment with Army or Air policies.
• Review documents for proper formatting and staffing and verify contracts as a Notary Public with Staff Judge Advocate approval.
• Manage communication channels and provide policy guidance; order General Officer stationery.
• Manage timekeeping and leave accountability for senior state employees using Workday.
• Track budgets and submit reports, including the SLMO report to the National Guard Bureau, and manage the Senior Commander's Allowance Account (SCAA) in line with policies for audits.
• Oversee procurement of Command Group coins and medallions.
• Oversee daily administrative tasks and manage equipment and property for the executive suite, including serving as the Key and Lock Custodian and alternate Physical Security Manager.
• Coordinate vehicle uses and maintenance with the Fleet Manager, and handle office repairs and copier maintenance requests.
• Supports the Adjutant General and Senior Command Group by handling administrative, operational, and support tasks, assisting with special projects, covering for absent staff, and representing the office on specific committees.

Location and hours:

Joint Force Headquarters, 6100 NW 78th Ave, Johnston, IA 50131, Monday through Friday 8 hours a day.

Benefits:

At the State of Iowa, we are committed to your well-being. As a valued team member, you'll enjoy a comprehensive benefits package that includes:

• Paid Time Off: Enjoy vacation with accruals that roll over on a yearly basis, sick leave with no limits on accrual and 9 paid holidays per year.
• Great Benefits: Excellent Health, Dental, and Vision Insurance Options.
• Retirement Plan: IPERS Retirement package and an option for a deferred compensation plan.
• Flexibility: Flexible Spending Accounts (medical and dependent care).
• Life Insurance: Free Life Insurance.
• Support: Employee Assistance Programs and Employee Discount Programs.

To learn more about the benefits of working with the State of Iowa, visit our benefits webpage.

Why Choose Us?

Choose us for our strong team culture, positive work environment and opportunities for professional growth and development. We are an Equal Opportunity Employer. An individual shall not be denied equal access to state employment opportunities because of race, creed, color, religion, national origin, sex, age or physical or mental disability. The State of Iowa is an E-Verify employer. A complete package combining benefits, career and personal development is available here for you. Dive into our recruitment page to explore what sets us apart and become a part of our team!

E-Verify and Right to Work

The State of Iowa participates in E-Verify, a federal program that helps employers confirm the employment eligibility of all newly hired employees. Within the required timeframe, new hires will be verified through the E-Verify system to ensure authorization to work in the United States. The State of Iowa also complies with the federal Right to Work laws, which protect employees’ rights to work without being required to join a labor organization. For more information, please visit www.e-verify.gov.

Applicants must meet at least one of the following minimum requirements to qualify for positions in this job classification:

1. Five years of full-time work experience in a secretarial or administrative support capacity.
2. All of the following (a and b):
   1. One year of full-time work experience in a secretarial or administrative support capacity; and
   2. A total of four years of education and/or full-time experience (as described in part a), where thirty semester hours of accredited college or university coursework in any field equals one year of full-time experience.
3. Current, continuous experience in the state executive branch that includes forty-two months of full-time work as an Administrative Support Assistant 2, thirty months as an Administrative Support Assistant 3, or eighteen months as an Administrative Support Assistant 4.

For more information click on this link to view the job description Must obtain and maintain a "Secret Security Clearance". Must maintain security requirements for a DOD Common Access Card (CAC).