Executive Assistant

Executive Assistant

About CICONIX: CICONIX LLC is a Veteran Owned Small Business specializing in business advisory and technical assistance for military health programs. We value exceptional people, unwavering integrity, inclusive collaboration, and enduring impact..Location(s): Frederick, Maryland (on-site).Position Offers:

• Full-time/long-term position
• Regular weekly hours w/ flexible work schedule (0700-1700)
• No calls, nights, weekends, or holidays!
• Full benefit program, including: health, PTO, and 401k + contribution

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Requirements:

• High School Diploma
• Seven (7) years of experience

 

 

Summary:CICONIX is seeking an Executive Assistant to support the U.S. Army Medical Research and Development Command (USAMRDC) Deputy Chief of Staff..About the Role:

• Communicate effectively to establish procedures and maintain continuous workflow. Interface with USAMRDC staff to interpret needs and provide excellent customer service.
• Provide executive level administrative support to the Deputy Chief of Staff for USAMRDC HQ to include scheduling/calendaring, coordinating all travel arrangements and documentation, and general administrative support.
• Conduct reviews on all incoming and outgoing correspondence in paper copy and digital correspondence forms in accordance with the Army Regulation (AR) 25-50 (formatting, letterhead, font, grammar, and spelling), maintain and manage the Microsoft (MS) Excel correspondence database (including processing a weekly correspondence report), assemble correspondence for electronic staffing, monitor and engage when correspondence is near the ten-day suspense date.
• Revise, edit and format general correspondence when necessary.
• Review all incoming e-mails, print correspondence, respond to e-mails or forward to the Staff Action Control Officer (SACO) for guidance (e.g., mass distribution messages to include reviewing messages from requestor and the Contractor shall disseminate when the SACO is absent, confirm/validate whom the message needs to be distributed to, format message for distribution and send).
• Assist the Correspondence Control Officer with a wide variety of administrative and staff issues to include processing and coordinating all incoming and outgoing correspondence, electronic messages, facsimiles, and mail.
• Gather information from multiple offices to update the MS PowerPoint slide deck for assigned meetings via Headquarters, Command Suite-level meetings.
• Compile/review the MS PowerPoint slide deck for all Command-wide meetings to include but not limited to the USAMRDC Town Hall, Directors Sync, Board of Directors, Forums/Commanders Conferences, and Operational Planning Teams.
• Assist with gathering information for the USAMRDC Command organizational chart and telephone rosters and completes update as requested.
• Answer telephone calls for the Deputy Chief of Staff as required and direct telephone calls and receive visitors.
• Schedule events as directed, assist Deputy Chief of Staff with calendar actions, as needed.
• Request supplies for the Command Suite respective offices which includes documenting supply requirements for the Deputy Chief of Staff and the Command Suite, request price quote, coordinate with the G4, Deputy Chief of Staff for Logistics for purchases, conduct inventory, receive and deliver supplies upon receipt.
• Organize data to provide instruction and oversight to staff and leadership.
• Serve as the POC for Command taskers. As the POC, the Contractor shall review incoming taskers, identifying requirements of each tasker, entering the tasker into a centralized tracking system, assigning the tasker to a responsible party(ies), consolidating timely feedback, and providing feedback to the COR for review prior to suspense date.
• Create new distribution lists and maintain distribution lists for use within the SGS Office and other respective offices, when requested.
• Assist in creation and maintenance (to include updates) to the USAMRDC Contingency Long Range Calendars and Leave/Temporary Duty (TDY) calendars for the Deputy Chief of Staff.
• Assist with maintenance of the space roster for the Command Suite, using the correct forms for the updates.
• Assist with authenticating and publishing of USAMRDC policy and memoranda using designated distribution lists upon approval by the COR.
• Provide staff support for awards, promotion, retirement, and other ceremonie