EXECUTIVE ASSISTANT

Ignite - Warner Robins, GA

Full-time - Mid Level

Warner Robins, GA

About the position

Ignite is an ISO 9001:2015 and CMMI Services Level 3 certified, Service-Disabled Veteran-Owned Small Business (SDVOSB), headquartered in Huntsville, AL. By design, Ignite is a provider of professional services to customers in educational, federal, and commercial industries and in every action seeks to be the preeminent provider within this business space. We are seeking a highly skilled and experienced Executive Assistant to join our team as a contractor and provide support to the United States Air Force. The Executive Assistant (EA) provides high-level administrative and executive support to senior Air Force leadership, ensuring the smooth operation of front office functions. The EA will manage daily schedules, coordinate key administrative activities, and serve as the primary liaison for leadership interactions. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to work in a fast-paced, high-profile environment. This position is contingent upon award.

Responsibilities

• Provide direct administrative support to senior Air Force leaders, including Generals, Commanders, or other executive staff.
• Manage daily schedules, including meetings, briefings, and appointments, ensuring efficient time management and prioritization.
• Prepare and process correspondence, reports, and presentations, ensuring professionalism and accuracy in all executive communication.
• Serve as the primary point of contact for senior leadership, coordinating communication between leadership, staff, and external stakeholders.
• Ensure front office operations run smoothly by maintaining a professional and organized environment.
• Screen and route incoming communications, including phone calls, emails, and visitors, addressing requests or directing them to the appropriate staff.
• Schedule and coordinate high-level meetings, conferences, and events, including logistics, travel arrangements, and briefing materials.
• Prepare agendas, compile and distribute meeting materials, and take minutes for key meetings as required.
• Ensure meeting rooms are prepared, including equipment setup for video teleconferencing and presentations.
• Maintain filing systems, ensuring all documents, reports, and correspondence are properly stored and easily retrievable.
• Manage confidential and sensitive information with discretion, maintaining strict adherence to security protocols.
• Track deadlines and ensure all necessary documents are completed and submitted in a timely manner.
• Arrange complex travel plans, including flights, accommodations, transportation, and itineraries for senior leaders.
• Prepare travel documentation, including travel orders, vouchers, and expense reports in compliance with Defense Travel System (DTS) guidelines.
• Ensure seamless execution of travel arrangements, adjusting plans as necessary in response to schedule changes.
• Act as a liaison between senior leadership and internal/external stakeholders, including other military branches, government agencies, and international partners.
• Coordinate with protocol offices to ensure all interactions with dignitaries, distinguished visitors, and foreign partners are executed professionally and aligned with Air Force standards.
• Track key action items for leadership, ensuring follow-up on deadlines, deliverables, and progress updates.
• Provide regular status updates on pending actions, allowing leadership to focus on mission-critical decisions.
• Identify opportunities to streamline front office processes and procedures to enhance operational efficiency.
• Implement best practices for administrative functions, ensuring alignment with Air Force regulations and standards.

Requirements

• Secret Clearance
• Undergraduate degree in related field.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with Air Force administrative systems such as MILPDS, DTS, AMS, and AEF Online preferred.
• Strong communication skills, both written and verbal.

Nice-to-haves

• Familiarity with Air Force administrative systems such as MILPDS, DTS, AMS, and AEF Online preferred.