Executive Assistant

Position Overview

The position is for an experienced professional to provide senior-level secretariat and administrative support to the Office of the Secretary of the Air Force Workforce Management and Executive Services Directorate (SAF/FM).

Requirements

• Supporting the Office of the Secretary of the Air Force (SAF)
• Highly experienced Senior Secretariat Support Specialist
• Understanding of Air Force culture and senior leadership environment
• Precision, discretion, and follow-through

What You Will Do

Executive & Secretariat Support

• Manage and maintain accurate, up-to-date calendars for senior leadership
• Serve as the front line for phone calls and visitors
• Maintain daily schedules and ensure leadership priorities are executed smoothly

Correspondence & Document Management

• Draft, edit, and prepare high-quality correspondence including memorandums, reports, presentations, RTS emails, and briefings
• Review correspondence requiring senior leader signatures to ensure accuracy, compliance with regulations, proper formatting, and complete attachments
• Track and manage suspenses to ensure deadlines are met and leadership is kept informed
• Maintain official files and records in accordance with Air Force and organizational guidelines

Task Management & Workflow Coordination

• Manage the Task Management Tool (TMT) and related workflow mailboxes
• Assign tasks within required timelines and track them from receipt through closure
• Monitor FM and 2-letter tasking, distribute tasks to appropriate directorates, and ensure proper coordination
• Prepare weekly status reports, suspense updates, and briefing slides for staff meetings
• Check for new tasking daily and ensure timely assignment within 24 hours

Meetings, Events & Travel Support

• Plan, coordinate, and organize on-site and off-site meetings and events
• Secure facilities and coordinate materials
• Distribute meeting documents, capture and post meeting minutes as required
• Aid with Defense Travel System (DTS) actions, including travel authorizations and vouchers

Personnel & Program Support

• Assist with tracking and staffing Officer and Enlisted evaluations (OPRs/EPRs) and Promotion Recommendation Forms (PRFs)
• Support preparation of military and civilian awards and decorations requiring senior leader signatures
• Aid with Commanders and By-Law programs, preparing status slides for weekly or bi-weekly meetings

Collaboration & Technology Support

• Video Teleconferences (VTCs)
• Maintain and update SharePoint and Air Force Portal pages
• Retrieve documents, conduct limited research, and support staff as needed

Benefits

• Employer-provided paid Medical / Dental / Vision insurance
• Employer matching 401K plan
• PTO
• 11 Federal Holidays
• Voluntary benefits to include Short / Long Term Disability, Term Life, and AD&D Insurance