J39 Administrative Executive Assistant - USSOUTHCOM

$90,000 - $100,000/Yr

Strategic Resilience Group - Doral, FL

Full-time - Mid Level

Doral, FL

Social Assistance

About the position

The J39 Administrative Executive Assistant position at USSOUTHCOM is a critical role within the Strategic Resilience Group, designed to support the Information Operations Deputy Directorate (J39). The Executive Assistant (EA) will be responsible for managing the calendar and scheduling meetings to facilitate operations within the J39 office. This includes planning and coordinating travel in alignment with mission requirements, ensuring that all logistical aspects are handled efficiently. The EA will also play a key role in coordinating with various joint directorate staffs to integrate and disseminate decision support documents related to EXORDs, OPORDs, CONPLANs, and other strategic operations, which are essential for the J39's coordination efforts. In addition to these responsibilities, the EA will oversee staff actions that address issues related to the Combatant Command Joint Staff, Office of the Secretary of Defense (OSD), Service, Component, and Interagency matters. This involves coordinating with other Combatant Command offices to align operational guides, policies, or doctrines. The EA will draft and prepare various documents, including memorandums, briefings, reports, and emails, ensuring that all correspondence required by the J39 staff is completed accurately and timely. The role also includes managing the division's OMB email correspondences and tracking IT and Help Desk tickets for division personnel. As the office manager for the J39, the EA will be responsible for maintaining office supply inventories, screening and directing phone calls, and organizing both hard copy and electronic filing systems. The EA will also maintain and update the J39 Division hand receipts and manage budget and funding documents. Recording meeting minutes for the Information Operations Working Group (IOWG) and other meetings as directed by J39 staff is also a key responsibility. The EA must maintain access to the Defense Travel System (DTS) and check the queue daily to ensure travel arrangements are made in a timely manner. The ideal candidate will have experience managing J39 taskers through the SOUTHCOM Task Management Tool (TMT) and will be required to maintain access to this tool throughout their employment. A Top-Secret SCI clearance is mandatory for this position.

Responsibilities

• Manage calendar and schedule meetings for the J39 office.
• Plan and coordinate travel in support of mission requirements.
• Coordinate with joint directorate staffs to integrate and disseminate decision support documents.
• Oversee staff actions addressing Combatant Command Joint Staff, OSD, Service, Component, and Interagency issues.
• Draft and prepare memorandums, briefings, reports, emails, and other correspondence for the J39 staff.
• Ensure division recall rosters are updated and disseminated to key personnel.
• Manage the division's OMB email correspondences and track IT and Help Desk tickets.
• Serve as the J39 office manager, maintaining office supply inventories and organizing filing systems.
• Maintain J39 budget and funding documents and records.
• Record meeting minutes for the Information Operations Working Group (IOWG) and other meetings as directed.
• Maintain access to the Defense Travel System (DTS) and check the queue daily.

Requirements

• Minimum of three years as Executive Secretarial or Administrative assistant to an O-6 or higher level office at a Combatant Command or higher level in the Department of Defense.
• Minimum of a Bachelor of Arts (BA)/Bachelor of Science (BS) degree or Associates degree (preferred in Office Management, Executive Assistant, or equivalent degree program).
• Must be a U.S. Citizen.
• Must possess or be able to obtain a U.S. Passport.
• Requires an Active Top Secret/SCI security clearance, based on current background investigation (SBI).
• Prior experience utilizing the SOUTHCOM Task Management Tool (TMT).
• Prior experience utilizing the Defense Travel System (DTS).

Nice-to-haves

• Prior experience working in the J39.
• Prior experience coordinating travel within the DTS.
• Proficiency with Microsoft tools such as Word, Excel, Power Point, One Note, SharePoint, and Teams.