Executive Assistant

Key Responsibilities

• Prepare, develop, review, and staff correspondence, memorandums, reports, presentations, ready-to-send emails, and other official communications for distribution across the organization
• Monitor, track, and manage correspondence and suspense actions to ensure all deadlines are met
• Support development and maintenance of administrative management tools, templates, governance materials, training resources, and reporting mechanisms
• Manage organizational taskers within TMT or similar task management systems, ensuring new tasks are assigned within required timelines and stakeholders are informed of due dates and status updates
• Maintain 2-Letter workflow mailbox activity and prepare weekly status emails and staff meeting slides for leadership review
• Track and staff officer and enlisted evaluations, promotion recommendation forms, and military and civilian decorations requiring senior leader signature
• Manage commander and by-law program tracking and prepare status updates for recurring staff meetings
• Maintain assigned files and records systems in accordance with approved guidance and records disposition requirements
• Care for records searches, disposition requests, lost records reports, and records management activities, including submissions to NARA as needed
• Coordinate Information Access Program inquiries, logging, tracking, and reporting within required timelines
• Support FOIA support, including reviewing, processing, redacting, tracking, and forwarding routine and significant FOIA requests, complaints, appeals, and related case files
• Afford FOIA backlog reduction efforts, audit tracking, litigation support documentation, reading room/library records, and annual FOIA log reporting
• Support enterprise services requirements coordination, including documentation associated with planning, submission, and funding processes
• Maintain and update VTC support materials, SharePoint pages, and Air Force Portal pages, including periodic reviews to ensure content remains current
• Review HQSF regulations, instructions, manuals, and pamphlets at least annually and update materials as needed

Requirements

• An active TS/SCI clearance is REQUIRED

Qualifications

• Minimum 4 years experience providing executive or secretariat-level administrative support in a federal government, Department of Defense, or headquarters environment
• Strong experience drafting, editing, reviewing, and coordinating high-quality official correspondence and reports
• Experience tracking taskers, suspense items, workflow actions, and leadership communications in a fast-paced environment
• Knowledge of records management principles, document control, and administrative processes
• Experience supporting meetings, preparing minutes, and maintaining action item accountability
• Strong proficiency with Microsoft Office Suite, especially Word, PowerPoint, Outlook, and Excel
• Experience using TMT or similar task management/workflow systems
• Excellent written and verbal communication skills
• Strong proofreading, quality control, and organizational skills
• Ability to work collaboratively with multiple stakeholders while maintaining professionalism, discretion, and accuracy