JOB OPENING
- Title: Executive Administrative Assistant
- Location: Sembach, Germany
- Start date: TBA
- Job-Type: Full Time (40 hours/week)
SUMMARY
The Defense Health Agency Region-Europe (DHAR-E), located in Sembach, Germany, comprises 29 medical facilities providing health care to U.S. Army, U.S. Navy, U.S. Marine Corps, U.S. Air Force, U.S. Coast Guard, and U.S. Space Force service members, their families, and military retiree families. The DHAR-E increases overall access to care for beneficiaries and improves coordination and standardization across the Military Health System. The agency also provides more opportunities for military medical providers to get the training they need.
The DHAR-E Director requires an Executive Administrative Assistant to perform a broad variety of administrative tasks and support services. As the Executive Administrative Assistant, you will support the Director, Deputy Director, and other staff members. The primary responsibilities include managing an extremely active calendar of appointments, composing and proofreading correspondence that is sometimes confidential, arranging complex and detailed travel plans, itineraries, and agendas, providing a bridge for smooth communication between the Director and associated departments, and handling matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressures.
QUALIFICATIONS
- Possess an associate or bachelor’s Degree from an accredited university or 5 years of experience in the same or similar line of work.
- Minimum of two years of experience as an administrative or office assistant.
- Familiar with Microsoft Office, MS Teams, and Defense Travel System.
- Able to read, write, and speak English fluently.
- Work experience in a medical setting is highly desirable but not necessary.
- Able to execute discretion and deal with confidential information.
- Able to work across all levels of the organization in a professional manner.
JOB DESCRIPTION INCLUDES, BUT IS NOT LIMITED TO:
- Prepare and maintain an office suspense log - tracking critical suspense dates for all tasks, coordinating due dates, and providing the status of reports and due outs.
- Maintain spreadsheets, and automated files as required by local policy, DHAR-E Director or Deputies.
- Maintain current alert rosters and directories for designated offices and agencies.
- Maintain administrative calendars, scheduling conferences, and meetings (internal and external); send out reminders to specified individuals regarding assigned commitments.
- Maintain accountability of office spaces, proactively identify and assist in the planning and coordination of a variety of general office support services and serve as hand receipt holder of property allocated to office spaces.
- Maintain and coordinate schedules for the general officer assigned as the Director, Deputies, and the DHAR-E using various tools to arrange visits, schedules and travel needs.
- Make travel arrangements through Defense Travel System (DTS) in accordance with appropriate travel regulations, prepare travel orders and vouchers.
- Coordinate senior leader schedules and protocol support, to include coordinating with partners and stakeholders for facility visits, meetings, external visitors, tours, and conferences; and organize and setup meetings.
- Distribute invitations for meetings and alert briefers of meeting requirements.
- Prepare and maintain agendas, presentations, and minutes for the meetings and distribute read ahead documentation to attendees.
- Ensure all correspondence, briefings, and other materials prepared for the Director and Deputies have been proofread and finalized.
- Compile data from files, correspondence, telephone and personal contacts for inclusion in reports.
- Prepare routine and advanced correspondence including letters, memoranda, and reports based on verbal guidance, personal knowledge, briefing notes, or historical correspondence.
- Provide executive assistance to the DHAR-E Director and Deputies as needed, maintaining close contact with the executive secretary to ensure schedules are coordinated, specific services are arranged, and unique security requirements are addressed.
- Submit work requests/orders, on behalf of the Director or Deputies, as requested, for office equipment and repairs, as well as for general workspace-related needs.
Additional Information
This position is not eligible for support under NATO Status o