Senior Administrative Assistant

Alaka`ina Foundation Family of Companies; Dayton (OH); On-site; USD 50,000 - 60,000; Full time

Job summary

An established industry player is seeking a Senior Administrative Assistant to support critical operations at a prominent Air Force base. In this pivotal role, you will manage complex scheduling, assist in program management, and ensure seamless office operations. Your expertise in Microsoft Office applications and organizational skills will be essential as you lead support personnel and facilitate communication across departments. This position offers a dynamic work environment where your contributions will directly impact mission success. If you're ready to take on a rewarding challenge, this opportunity awaits you.

Benefits

401K plan with company match

Medical insurance

Dental insurance

Disability insurance

Life insurance

Tuition reimbursement

Paid time off

11 paid holidays

Qualifications

• 10 years of experience or 5 years in similar government offices.
• Proficient in Microsoft Office applications and organizational skills.

Responsibilities

• Assist in planning and organizing day-to-day business activities.
• Manage calendars, schedules, and documentation for leadership.

Skills

Microsoft Office Suite

Organizational Skills

Communication Skills

Time Management

Defense Travel System (DTS)

Education

High School Diploma

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

SharePoint

Job description

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The Alaka`ina Foundation Family of Companies (FOCs) has a need for a Senior Administrative Assistant to support the 711th Human Performance Wing (HPW) located at Wright-Patterson Air Force Base (AFB) in Dayton, OH.

DESCRIPTION OF RESPONSIBILITIES:

• Assist with the efforts of less senior staff and/or be responsible for the efforts of all staff assigned to a specific job.
• Independently performing the most complicated and technical tasks relevant to this section of the PWS.
• Experience and capability to support the assigned tasks and lead support personnel in these tasks.
• Assist in planning, organizing, and performing the full spectrum of actions required for the RHW to conduct day to day business, including but not limited to: planning calendars and scheduling meetings; assisting program management activities such as 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
• Support staff leadership, supporting teams and other office personnel by maintaining Outlook calendars and schedules of leadership personnel within the organization to maintain accuracy and facilitate office operations.
• Generate and implement procedures for typing, filing, copying, paper shredding, destruction of sensitive data, and control of documentation, correspondence and action items. Review documents for accuracy of data, procedure compliance, and error-free documentation.
• Assist in the use of computer applications (Microsoft Office software suite) to produce databases, spreadsheets, graphics, and other specialized products and facilitate the use of standardized automated forms such as organizational charts; Pyramid Alert/Recall and Shelter-In-Place rosters; travel orders; performance reports, e.g., Officer Performance Reports and Enlisted Performance Reports, civilian and military awards, materials procurement, maintenance, and disposition, as well as other periodic or ad hoc reports.
• Perform FOG receptionist duties including answering telephone calls, conveying messages for Division leadership, making travel arrangements for Division leadership, scheduling meetings, making arrangements for Distinguished Visitor visits, and other related tasks.
• Monitor and order office supplies for all division staff.
• Track and make arrangements for cubicle moves, manage the processes for in/out processing of personnel, manage and update personnel related rosters and organization charts, maintain the newcomer orientation briefing, and other administrative tasks as required.
• Serve as the Electronic Information Management SharePoint focal point and manage the content in the RHW SharePoint site.
• Serve as the Electronic Records Custodian and assist in maintaining official file plans with the use of the Air Force Records Information Management System (AFRIMS) or other appropriate information management systems.
• Verify the accuracy of data inputs for the division’s Automated Time Attendance and Production System, in/out-processing, DTS, Functional Area Records Management, and other areas as required.
• Perform workflow management functions as needed to ensure timely RHW response to external and internal suspenses and taskings. Necessary workflow management functions shall include receiving suspense/tasking notices and details from several sources; analyzing suspenses and taskers for execution assignment; assigning the proper action organizations, action officers and suspense dates; tracking, consolidating and coordinating responses into a single Division-level response; acquiring FOG approval as needed; formally responding to the tasking organization and closing out the suspense or tasking; and archiving completed actions to enable retrieval from archival storage and electronic records management systems.
• Monitor the division’s organizational e-mail account (i.e. Division Action Group mailbox) and distribute information and/or execute taskings as required providing responsive support to Division leadership.
• Other duties as assigned.
  
  

REQUIRED DEGREE/EDUCATION/CERTIFICATION:

Possess a minimum of a high school diploma and at least 10 years of experience, or at least 5 years of experience in similar government offices.

REQUIRED SKILLS AND EXPERIENCE:

• Experience working on high-visibility or mission critical aspects of a given program and can perform all functional duties independently.
• Proficient with Microsoft Office applications (Outlook, Word, Excel, and PowerPoint) and Microsoft Internet Explorer.
• Possess the capability to learn to use other commercial or specialized computer applications.
• Experience with the Defense Travel System (DTS) and be able to coordinate travel (Pre and Post) for Front Office Group Members.
• Possess extensive organizational skills and the ability to work independently.
• Demonstrated experience assisting in planning, organizing and performing the full spectrum of actions required to conduct day-to-day business as a Senior Administrative Assistant.
• Prior Military experience.
• Must be willing to sign a Non-Disclosure Agreement (NDA).
  
  

DESIRED SKILLS AND EXPERIENCE:

• Experience with the Electronic Information Management processes and SharePoint functionality.
• Experience with Electronic Records Custodian roles and Air Force Records Information Management System (AFRIMS) or other appropriate information management systems.
• Experience with Automated Time Attendance and Production System, in/out-processing, and Functional Area Records Management
  
  

REQUIRED CITIZENSHIP AND CLEARANCE:

• Must be a U.S. Citizen
• Must pass a Tier 1 background check.
  
  

The Alaka`ina Foundation Family of Companies (FOCs) is a fast-growing government service provider. Employees enjoy competitive salaries. Eligible full-time employees enjoy a 401K plan with company match; medical, dental, disability, and life insurance coverage; tuition reimbursement; paid time off; and 11 paid holidays.

We are an Equal Opportunity/Affirmative Action Employer of individuals with disabilities and veterans. We are proud to state that we do not illegally discriminate in employment decisions on the basis of any protected categories. If you are a person with a disability and you need an accommodation during the application process, please click here to request accommodation. We E-Verify all employees

“EOE, including Disability/Vets” OR “Equal Opportunity Employer, including Disability/Veterans”

The Alaka`ina Foundation Family of Companies (FOCs) is comprised of industry-recognized government service firms designated as Native Hawaiian Organization (NHO)-owned and 8(a) certified businesses. The Family of Companies (FOCs) includes Ke`aki Technologies, Laulima Government Solutions, Kūpono Government Services, and Kāpili Services, Po`okela Solutions, Kīkaha Solutions, LLC, and Pololei Solutions, LLC. Alaka`ina Foundation activities principally benefit the youth of Hawaii through charitable efforts which includes providing innovative educational programs that combine leadership, science & technology, and environmental stewardship.

For additional information, please visit www.alakainafoundation.com

#ClearanceJobs

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Government Administration

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