Executive Assistant with Security Clearance - Aiea, HI, United States - SMX

Description

SMX is seeking a highly motivated and detail-oriented Executive Administrative Assistant to provide comprehensive support to the CoS and DCoS at SOCPAC, located in the beautiful island paradise of Hawaii
This critical position plays a vital role in ensuring the smooth operation of the CoS's office by effectively managing their schedule, tasks, and administrative needs
This position resides with the Chief of Staff (CoS)
The Chief of Staff provides a wide variety of administrative assistance in support of COMSOCPAC and related activities in the Asia-Pacific region
The Chief of Staff is also responsible for tracking tasks, calendars, and manning, communicating with the staff and staff of INDOPACOM, USSOCOM and component services

Responsibilities:

Calendar Management:

• Maintain and manage complex calendars for key leaders, ensuring accuracy, alignment, and adherence to critical deadlines
• Schedule meetings, including video conferences and teleconferences, considering time zones and participant availability
• Track deadlines, action items, and follow-up tasks for various meetings and initiatives
• Provide clear and concise daily and weekly updates on the CoS's schedule, priorities, and commitments

Manage conference rooms, ensuring availability, logistics, and proper setup for meetings and events Task Management:

• Utilize advanced task management tools to efficiently assign tasks, track progress, collect information, and compile data
• Prepare documents and presentations for the CoS and DCoS, ensuring accuracy, clarity, and adherence to style guidelines
• Obtain approvals from the CoS or DCoS in a timely manner while keeping them informed of progress and potential roadblocks

Provide proactive and resourceful support with administrative and personnel duties, anticipating needs and taking initiative Meetings and Documentation:

• Gather all necessary materials and prepare comprehensive agendas (including meeting objectives, discussion points, and anticipated outcomes) for meetings
• Take detailed and accurate minutes, capturing key decisions, action items, and next steps
• Review, edit, and update operational instructions, tasks, records, correspondence, and presentations, ensuring clarity, consistency, and adherence to relevant regulations

Assist with Commander's Action Group (CAG) requests, providing timely and professional responses and solutions Travel Coordination:

• Manage travel arrangements for the CoS, DCoS, and other team members using the Defense Travel System (DTS), ensuring efficient itineraries, proper approvals, and adherence to travel regulations
• Proactively research visa requirements, flight options, and travel advisories for international travel

Track travel expenses and prepare reports as needed Personnel Support:

• Assist the CoS and DCoS with various administrative and personnel duties, such as scheduling appointments, managing leave requests, and handling travel documents
• Serve as a backup to the Civilian Personnel Officer (CPO) when needed, providing support with data entry, document review, and basic personnel tasks
• Assist with document review, data compilation, and other CPO tasks, demonstrating initiative and the ability to learn new processes quickly

Communication and Collaboration:

• Maintain clear, professional, and courteous communication with supervisors, colleagues, and external contacts via email, phone, and in person
• Effectively manage communication flow between the CoS's office and other departments within SOCPAC, ensuring timely information exchange and seamless collaboration

Proactively and collaboratively work with staff across the command on assigned projects, demonstrating excellent teamwork and interpersonal skills Skills & Experience:

Required clearance:
Secret with eligibility to obtain and maintain a Top Secret-SCI clearance

• Minimum of 5 years of experience in a fast-paced and demanding administrative office environment, with a proven track record of success in managing multiple priorities and exceeding expectations
• Strong organizational and time management skills with the ability to prioritize, manage multiple tasks simultaneously, and meet tight deadlines consistently
• Excellent written and verbal communication skills, including the ability to prepare concise and professional reports, presentations, and correspondence
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software programs, including advanced task management tools and travel booking systems
• Working knowledge of federal and military personnel regulations, contracting procedures, and Joint Travel Regulations (JTR) is a plus
• Ability to maintain discretion and confidentiality with sensitive information at all times
• Ability to work independently and as part of a team in a dynamic and fast-paced environment, thriving under pressure and adapting to changing priorities
• Strong work ethic, initiative, and a commitment to continuous learning and professional development #LI-AP1 #CJPOST At SMX, we are a team of technical and domain experts dedicated to enabling your mission

From priority national security initiatives for the DoD to highly assured and compliant solutions for healthcare, we understand that digital transformation is key to your future success
We share your vision for the future and strive to accelerate your impact on the world
We bring both cutting edge technology and an expansive view of what's possible to every engagement
Our delivery model and unique approaches harness our deep technical and domain knowledge, providing forward-looking insights and practical solutions to power secure mission acceleration
SMX is committed to hiring and retaining a diverse workforce
All qualified candidates will receive consideration for employment without regard to disability status, protected veteran status, race, color, age, religion, national origin, citizenship, marital status, sex, sexual orientation, gender identity or expression, pregnancy or genetic information
SMX is an Equal Opportunity/Affirmative Action employer including disability and veterans
Selected applicant will be subject to a background investigation.