Senior Administrative Support

Canvas Inc.; Eglin Air Force Base (FL); On-site; USD 42,000 - 64,000; Full time

Job summary

Canvas Inc. in Florida, at Eglin Air Force Base, seeks an administrative support professional to provide advisory and assistance to AFRL branch offices.

You will manage non-personal admin functions, help with office organization, and maintain databases tracking tasks and suspenses. You will assist in planning meetings, prepare agendas and presentations, coordinate TDY orders and official bulletins, monitor commitments from meetings, handle correspondence for the organization, and ensure timely

Responsibilities

• Provide advisory and assistance to AFRL branch offices by managing non-personal admin functions and organizing the office.
• Identify problems and propose solutions with minimal supervision.
• Know AF directives and procedures to support management and prepare government documents; maintain office organization.
• Create, manage, and maintain databases tracking tasks, suspenses, training, mail, and correction of deficiencies in correspondence.
• Assist in meeting organization: develop agenda, schedule, prepare venue, record actions, track items, and perform venue security duties.
• Provide management and maintenance support for official bulletins, displays, and announcements.
• Help establish and maintain file plans for Government approval.
• Review TDY Orders for AF directive compliance and AFRL processes.
• Consolidate and prepare orders for processing and distribute to travelers; draft TDY orders for approval.
• Advise and assist Division/Branch/FOG staff on commitments from meetings; adjust appointments to minimize conflicts.
• Coordinate meeting arrangements and schedule conferences as needed.
• Arrange location, set time, contact participants, and ensure materials and services are available.
• Assist leadership in contacting participants to attend meetings if needed.
• Prepare and finalize recurring and nonrecurring correspondence, reports, and documents with proper format and deadlines.
• Compose nontechnical and some technical correspondence, such as information requests about the organization’s mission and programs; acknowledgments, commendations, or notifications.
• Route correspondence to appropriate offices and update tracking systems and suspense files.
• Prepare documents per regulations and policies in the correct format and ensure timely finalization.
• Review all correspondence for grammar, spelling, capitalization, and punctuation.

Job description

Essential Duties and Responsibilities

• Provide advisory and assistance support to Air Force Research Laboratory (AFRL) Branch level offices by managing non-personal administrative functions and providing office organization support.


• Be capable of identifying problems and recommending solutions with minimal supervision.


• Have knowledge of AF directives and procedures in support of management and preparation of Government documentation and have proficiency in office organization and management.


• Perform specific routine actions creating, managing, and maintaining databases to include but not limited to: tracking status of office tasks, suspenses, training, distributing office mail, and reviewing correspondence for correction of deficiencies.


• Assist in meeting organization and preparation, which includes developing agenda and presentations, scheduling, and preparation of meeting venue, recording, and tracking action items, and performing venue security duties.


• Provide management and maintenance support for office official bulletins, displays, and announcements.


• Advise and assist in establishing and maintaining file plans for Government approval.


• Assist in reviewing Temporary Duty (TDY) Orders for compliance with AF directives and processes for AFRL personnel.


• Consolidate and prepare orders for processing and distribute approved orders and tickets to travelers. Draft request for TDY orders and submit for approval.


• Advise and assist Division, Branch and AFRL Front Office Group (FOG) staff with monitoring commitments made at meetings, then provide support in adjusting appointments and calendars to minimize conflicts in scheduling.


• Advise and assist in coordinating meeting arrangements, and /or schedules meetings and/or conferences.


• Assist as necessary to establish location, set time, contact participants, and ensure all required materials and services are available.


• Assist leadership contacting other people to attend meetings in lieu of original participants when necessary.


• Advise and assist in preparing and finalizing a wide variety of recurring and nonrecurring correspondence, reports, and other documents, determining, and modifying format, content and frequency of requirements from information obtained from staff, files, and other sources.


• Advise and assist in composing and preparing nontechnical and some technical correspondence such as requests for information concerning the organization’s mission and programs; office procedures, letters of acknowledgement, commendations, or notification.


• Coordinate/forward correspondence to appropriate offices and update the correspondence tracking systems and suspense files.


• Prepare documents in accordance with regulations and policies and in appropriate format and ensure documents are finalized in a timely manner, meeting prescribed suspense dates or deadlines.


• Assist in reviewing all correspondence thoroughly to ensure correct grammar, spelling, capitalization, and punctuation.


• Must be able to work independently in the execution of these requirements.