Administrative Assistant 4

Key responsibilities include performance of all administrative and support functions for the director and other leaders at the Weapons System Support Center (WSSC) at Tinker Air Force Base (TAFB). The job will involve coordination among multiple functional organizations as well as government counterparts. This position will also coordinate travel and expenses for travel. The position requires a self-motivated professional who is skilled in a full range of administrative support functions; including answering phones, ordering supplies, coordinating security related functions, travel arrangements, planning team engagement activities, filing expense reports, coordinating meetings across multiple calendars, managing/coordinating guests, supporting the program group’s day-to-day administrative needs including facility requirements, and coordinating the new employees’ onboarding process.

Key Responsibilities:

• Proactively manage calendars for assigned staff. Prioritize and schedule meetings, handle quick turn requests, monitor and act upon upcoming needs, and resolve frequent schedule conflicts

• Support reporting and presentation requirements. Collect and summarize data, prepare draft documents, plan and schedule reviews, and facilitate complete and timely submissions.

• Make travel arrangements and process expense reports in a timely manner for assigned staff.

• Attend staff meetings, publish agendas and follow-up on action items.

• Arrange and execute support for a variety of internal and external on-site meetings, including conference room reservations and catering.

• Respond to a wide variety of employee requests, provide direct support and/or resource referrals as appropriate.

• Manage and/or support special projects as assigned.

• Provide back-up support for other administrative staff as needed.

• Gathers, compiles and reports on information relevant to supervisors’ assignment.

• Meeting support: preparing rooms ahead of meetings, logging in to the computer, joining teleconference, opening files; managing catering, coffee/water service, as required.

• Manage facility footprint, coordinate with facilities team ongoing needs and changes

• Coordinate with government personnel on seating, conference room, scheduling and other needs at the customer facility

This position’s standard work schedule is a 9/80. The 9/80 schedule allows employees who work a nine-hour day Monday through Thursday to take every other Friday off.

Basic Qualifications:

• Must have a High School Diploma or equivalent AND 6 years of related administrative/professional experience.

• MS Office Suite Experience (i.e. Word, Excel, PowerPoint, Outlook), with the ability to manage multiple calendars, create and edit documents.

• Must have active U.S. Government Secret Clearance to apply and ability to obtain and maintain Special Program Access (PAR) within a reasonable amount of time deemed by business needs

Preferred Qualifications:

• Excellent communication and interpersonal skills.

• Ability to work with all levels of management and their assistants.