Executive Level Support, Senior

Position Summary

MAG Aerospace is hiring for a Executive Level Administrative Assistant, Senior with current SECRET clearance for The Joint Strike Fighter (JSF) Joint Program Office (JPO) in Wright-Patterson AFB, Ohio.

This Position provides administrative and operational support to the F-35 Commanders Action Group (CAG) in anticipating the changing global landscape and communicating timely, high-quality, precise, and unified information that enables the F-35 Enterprise to deliver essential capabilities to the Warfighter.  The position provides specialized executive level administrative support to perform a fullrange of support functions to support the F-35 JPO’s most senior leadership.

Essential Duties and Responsibilities

Duties include, but not limited to

• Interact with General Officers, Senior Executive Service (or equivalent) and industry executives regarding a myriad of matters. As such, be familiar with military customs and courtesies, have strong oral and written communication skills, have experience with supporting headquarters personnel and understand the Department of Defense processes.
• Executive administrative support, travel (for the Program Executive Officer, Executive Director, and Chief of Staff), communications, personnel staffing, office policies and procedures,
• Continuity of Operations Plan (COOP), emergency planning, brief compilation and configuration management, official correspondence, as well as coordination/ management of military and civilian awards.
• Complete the following functions daily, or as directed by the COR or Technical Point of Contact (TPOC) within each supported office:
  • Coordinate and schedule daily, short-term, and long-term schedules utilizing Microsoft Outlook. Compose calendars, schedules, itineraries, and arrangements.
  • Maintain adherence to calendars, schedules, and actions to maximize use of time.
  • Ensure schedules are up-to-date and resolve conflicting appointments.
  • Provide read-ahead binder(s)
• Secure facilities (on-site and off-site) prior to event by coordinating with the conference room coordinator or applicable office/agency. Submit all presentations in requested format by supported staff within theprescribed time frame.
• Respond to telephone calls, take messages when appropriate, and direct callers or visitors to requested Government staff. Plan and coordinate conference and office visits with distinguished visitors to the F-35 JPO.
• Prepare and develop correspondence, reports, memorandums, presentations, ready- to-send emails, and other forms of communication for distribution across the organization.
• Review correspondence requiring the Senior Executive Leader’s (or designee’s) signature for correctness, conformance to procedural and regulatory instructions, as well as perform quality checks for grammar, typographical errors, and necessary attachments.
• Properly monitor and track correspondence as required to ensure that all assigned suspense requirements are met.
• Perform quality control reviews of reports and documents, ensuring high quality correspondence.
• Draft meeting minutes, distribute meeting documents and post meeting minutes, as necessary to participants.
• Maintain assigned files and record systems in accordance to approved guidelines.
• Assist with the management the Defense Travel System (DTS) for the organization and use DTS as trained and directed to accomplish travel authorizations and vouchers. Assist Government travelers in completing travel requests. 
• Be proficient in the commercially-available, (Commercial off the Shelf (COTS)) Task Management Tool (TMT) upon which the JPO Task Management System, Enterprise Task Management Software Solution (ETMS2), is based. Manage the organization’s ETMS2 using the format outlined in the organization’s operating instructions and ETMS2 training and instructions. Decision authority for any ETMS2 tasks will remain with theGovernment.
• Manage the organizations workflow mailbox and ETMS2 for issues and taskings, and assign tasks to the appropriate JPO organizations for coordination. Provide weekly emails to all stake holders on the first government business day of each week for all tasks due the current week. Prepare status slides for use during staff meetings by the close of business (COB) every week on the last government business day of the week.
• Provide assistance with setting up Video Tele Conferences (VTC), Microsoft Teams Meetings, Webex, Zoom, or any other platform utilized by the Government or commonly used within business environments within the United States.

Requirements

Experience

• 5 Years minimum experience as DOD executive support

Knowledge a