Executive Assistant Job at Bristol Bay Shared Services in Pensacola

TSS is seeking an Executive Assistant

The successful candidate will perform the following tasks and provides the necessary timely assistance to meet emergent requirements as requested by properly designated authority in support of the Naval Medicine Operational Training Command (NMOTC). Requires extensive interaction with the Executive Officer (XO), Director of Operations (DOO), and Commanding Officer (CO) as well as senior personnel at subordinate activities ensuring all required actions are completed within prescribed timeframes.

Tasks:

• Command's Enterprise Task Management Software Solution (ETMS2) system support.
  • Responsible for the receipt, acknowledgement, delegation and tracking of all action items originated from the Naval Medical Forces Support Command (NMFSC) and Bureau of Medicine and Surgery (BUMED) and those administrative programs internal to NMOTC and externally to the AOR. Responsible for tasking to appropriate UIC as required and ensuring tasker is completed and submitted within given timeframe.
  • Utilize Microsoft Excel, the contractor prepares detailed tracking documents associated with ETMS2.
  • Provide communication updates with NMFSC, provide status updates, clarification on issues and closing out tasks. This includes collaboration with subject matter experts and external activities to ensure a concise and thorough response or product is prepared.
  • Serves as the liaison between the command and the Directorate of Operations and as the main point of contact for communication of all tasker related matters.
  • The contractor will serve as the Command's ETMS2 functional role manager assigning and removing roles to individuals who warrant access for operation of the system. Within ETMS, the contractor shall be responsible for managing roles, assigning tasks to appropriate code/personnel, removing users when applicable, closing out tasks and tracking all command level tasks.
• Communication and Administrative Support
  • Collect, screen, prioritize, and distribute incoming and outgoing correspondence for the Command from various sources. Determines disposition of routine incoming material. Maintains command serial and action correspondence files and prepares smooth correspondence being prepared for the Director of Operations, ensuring proper format, content, and organization. When required, correspondence is collated with material already on file or with regulatory references.
  • Manage and maintain the Command SharePoint site, Microsoft Teams and other files for the Director of Operations; specifically, those modules that involve Command business, schedules, documents, directives and instructions, notices, minutes, command briefs, and other modules. Support minute taking at Command level meetings that are conducted by the Operations Directorate.
  • Provide administrative support for Directorate of Operations and NMOTC HQ
    • Provide support in Microsoft Office (Outlook, Word, Excel, PowerPoint, Access), Microsoft Teams, Adobe, SharePoint, ETMS2.
    • Plan and produce correspondence, reports, proposals, memos, and other documentation.
    • Proofread completed documents. Provide copying and production support as needed.
    • Conduct the research necessary to develop and revise training guides and standard operating procedures (SOP).
    • Manage all office and electronic files ensuring and maintaining a pertinent archival process.
    • Work independently on projects requiring research and preparation of briefing charts for executive meetings.
    • Take minutes at command level meetings conducted by the Operations Directorate.
  • Meeting and Briefings
    • When requested by the COR, the contractor shall attend, participate in, and furnish input to scheduled meetings, conferences, and briefings. Frequency may be weekly, monthly, or as otherwise required.

Skills and Knowledge Required. Candidate must at a minimum have 3 years of skills and knowledge in the following:

• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, Access), Microsoft Teams, Adobe, SharePoint, ETMS2.
• Able to manage multiple written administrative assignments and taskers.
• Possess the ability to perform administrative clerical duties including routine correspondence independently.
• Possess knowledge of clerical procedures relevant to typing of correspondence.
• Possess knowledge of telephone protocol. Possess the ability to maintain composure under difficult circumstances and respond in a clear speaking voice with tact and courtesy.
• Possess basic familiarity with data entry to an existing database.
• Possess basic familiarity with DOD personal property/household goods functions.
• Knowledge of standard office procedures and filing systems.
• Possess tact, sound judgment, initiative and be always fully competent and professional.
• Demonstrate strong organizational, prioritization and customer service skills.
• Must possess excellent written and oral communications skills to prepare reports as required.
• Able to develop and work independently on projects.
• Skilled in the following software applications: Microsoft Word, Teams, Excel, PowerPoint, Outlook, and Access.
• Knowledge of regulations and other directives involving office routine and procedures applicable to assisting, controlling, correspondence, reports, training, management control program.
• Knowledge to develop methods for automating recurring administrative reports by implementing database and/or spreadsheets and maintains a suspense tracking system.
• Ability to communicate both orally and in writing to effectively communicate with staff and peer personnel.
• Knowledge of web-based systems and computer programs, including office automation tools and software applications. Skill in using computer to maintain records, prepare reports, spreadsheets, etc.

The work to be performed at Navy Medicine Operational Training Command (NMOTC) Headquarters Building 488, 220 Hovey Road, Pensacola FL 32508 with opportunity to include situational telework.

Secret Level Clearance required.