Executive Administrative Specialist

• Learn and maintain a working knowledge of the United States Coast Guard, the Department of Homeland Security (DHS), and specifically those interagency partners the OCIO may interact with most. This may include implementing administrative workflows, procedures, and guidelines to achieve a smooth exchange of information and coordination of mission requirements.
• Independently provide professional and responsive secretarial and executive support to leadership personnel and staff in support of organizational mission requirements. This will require executing a broad range of secretarial responsibilities with some tasks occurring routinely and/or on an ad-hoc basis per real-time needs of the office.
• Independently manage office schedules and calendars to administratively support timely planning, coordination, execution, and completion of business rhythms, corporate requirements, and events such as meetings, conferences, and travel.
• Independently apply mature and objective judgment to determine the best approach and course of action in both routine and non-routine administrative situations, accurately interpreting and adapting guidelines, including unwritten policies, precedents, and practices that are not always completely applicable to a changing situation.
• Advise senior leadership personnel and its staff on a broad range of administrative requirements. This includes serving as focal point for coordinating, consolidating, reviewing, and managing information, and providing guidance concerning office administrative requirements in concert with the designated Government Chief of Staff (CoS), Executive Officer, and other staff personnel.
• Proactively anticipate and keep leadership and/or staff apprised of high-priority issues, requirements, and developments related to office business and administrative activities.
• Perform administrative activities to facilitate the planning, coordination, and execution of corporate organizational functions (e.g., events, town halls, all-hands, meetings, conferences, and other official gatherings) the office may host, support, and/or participate in.
• Produce draft and/or final office correspondence or documents for senior leadership’s consideration and signature in accordance with the USCG Correspondence Manual (COMDTINST M5216.4). Review and provide recommended edits to office correspondence and documents.
• Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, and other offices, under general directives.
• Create workbooks (e.g., read-ahead, staffing, continuity, standard operating procedures) for leadership planning and/or to support execution of leadership responsibilities and office administrative business rhythms.
• Assist with the development of guidance, procedures, and/or policies relative to facilitating administrative activities of the organization. These functions may include training and travel budgets, suspense systems, space planning, personnel management, records management, logistics support, and asset tracking.
• Perform basic research in support of reports and other administrative requirements.
• Support the creation of office briefings either as the one creating or reviewing the briefing content and format.
• Advise leadership and staff on the organization’s administrative business rhythms and requirements to facilitate effective management. Specifically advise on the administrative implications of additions, deletions, or changes to the varied functions of the organization.
• Advise administrative personnel in subordinate offices on new procedures; request information from subordinate offices for periodic or special conferences, reports, and inquiries.

• Bachelor’s Degree in General Business Administration or related course work from an accredited University/College with a minimum 8 years of secretarial or executive administrative experience with a minimum 2 years’ experience working in a senior level executive office (SES, Flag Officer, or equivalent), OR Associate’s Degree in General Business Administration or related course work from an accredited College and a minimum 10 years of secretarial or executive administrative experience with a minimum 4 years’ experience working in a senior level executive office, OR High School Diploma with Vocational/Military Training Certificate in Office Management, Secretarial Services, or related field and a minimum 14 years of secretarial or executive administrative experience with a minimum 6 years’ experience working in a senior level executive office.
• Proven experience in the executive administrative profession directly supporting an office environment with senior leadership personnel serving in the grades of Senior Executive Service (SES), Flag Officer (Admiral), or equivalent level.
• Strong foundational knowledge and understanding of the Department of Homeland Security (DHS) and the United States Coast Guard.
• Strong professionalism with the ability to consistently demonstrate tact and maturity in all situations.
• Strong interpersonal and/or soft skills, and office etiquette
• Capable of independently handling a large, complex workload, effectively coordinating multiple resources, and multi-tasking in a fast-paced environment having competing priorities.
• Excellent communication skills both verbally and written
• Strong working knowledge of MS Office software applications (Word, Excel, PowerPoint, and Outlook: Mail, Calendar, and File Functions) with the ability to independently use these applications to efficiently complete office administrative tasks.
• Proven self-starter with the ability to independently and accurately complete all assigned administrative work requirements.
• Strong typing skills with the ability to type at a minimum of 45 words per minute (wpm).
• Strong working knowledge of office information technology (IT) equipment (e.g., copiers, scanners, computer workstations, phones, teleconference and video teleconference equipment) with the ability to independently operate such equipment in completing administrative tasks
• Interpret and adapt guidelines with minimal assistance, including unwritten policies, precedents, and practices that are not always completely applicable to a changing situation.
• Understanding of and prior experience in applying office protocol and staffing requirements at the senior leadership level (Flag Officer / SES).

Powered by JazzHR