Senior Executive Assistant

Alaka `Ina - Halawa, HI

Full-time - Entry Level

Halawa, HI

About the position

The Senior Executive Assistant will provide comprehensive administrative support to the J0PAC office at Camp Smith, Hawai'i. This role involves managing communications, scheduling meetings, and coordinating travel plans while ensuring compliance with security protocols. The assistant will serve as a liaison for various administrative functions and support personnel in navigating the Defense Travel System and records management processes.

Responsibilities

• Be the initial interface to the J0PAC office and provide administrative and personnel support related to the J0PAC office.
• Attend meetings and planning sessions that are classified up to the Secret level and have ability to access classified, secure networks.
• Answer phones, document general inquiries and forward inquiries to appropriate J0PAC sections via email or in-person.
• Schedule meetings, including booking conference rooms via Outlook, setting up teleconferences via MS Teams or Zoom, and requesting secure video teleconferences.
• Prepare read-ahead materials for the J0PAC director.
• Participate in all travel planning, coordinate development of traveler profiles, organizational data, reporting, budgetary, and document flow procedures in the Defense Travel System as a reviewing official for J0PAC on a weekly basis.
• Update Public Affairs distribution rosters internally and externally on a quarterly basis via Microsoft Office software, maintain J0PAC section records management file plan and execute records management for administrative files in accordance with command records management policies.
• Perform administrative tasks as the J0PAC security coordinator to process security clearance actions for J0PAC military, civilians, Contractors, auxiliary and reserve personnel on a weekly basis.
• Route access requests to the Visitor Control Center and the Special Security Office using the Defense Information System for Security (DISS) in order to in-process all inbound and outbound J0PAC personnel.
• Monthly perform information technology related tasks to activate unclassified and classified networks email accounts for incoming J0PAC personnel.
• Perform tasks related to the purchasing of equipment via the Information Technology Procurement Request process and the Communication Directorate (J6) review process and office supplies via the Business Operations.
• Serve as the liaison to the Government-provided Records Management program to ensure that governmental requirements are met regarding Records Management practices.

Requirements

• High school diploma.
• Proficient in the use of office equipment, including computers, scanners, fax, and copiers.
• Proficient in the use of Microsoft Office (Outlook, Word/Excel/PowerPoint), Internet browsers, and Adobe Reader.
• Ability to work professionally with individuals, the public, and diverse groups.
• Well-developed time management and schedule coordination skills.
• Knowledge of the U.S. military structure, culture, and language.
• Excellent communication and critical thinking skills, as well as problem diagnosis and creative technical problem-solving skills.
• Ability to adhere to existing security related policy, procedures and standards in support of security clearance requirements, network account creation and management.
• Familiarity or experience with preparing and reviewing domestic and international travel for an organization through the Defense Travel System (DTS).

Benefits

• 401K plan with company match
• Medical insurance
• Dental insurance
• Disability insurance
• Life insurance coverage
• Tuition reimbursement
• Paid time off
• 11 paid holidays