Job Description

Role: Management Administrative Assistant

Location : Falls Church, VA (On-site)

Duration: Long Term Contract

Clearance: Active Secret Clearance (Must)

Job Responsibilities:

• Manage and sustain the AFMS Trusted Care Heroes recognition program.
• Collect and process the Trusted Care Heroes' nominations from respective Units, Subject Matter Expert (SMEs), Action Officer (AOs) or Office of Primary Responsibility (OPR)/Office of Coordinating Responsibility (OCR).
• Identify Heroes' nominations for the Air Force Surgeon General's consideration.
• Coordinate recognition venue, prepare and mail the Heroes' recognition packages.
• Manage organizational email boxes, calendars, coordinate meetings, and transcribe meeting minutes.
• Administer, collect and coordinate activities and internal work processes.
• Manage communication platforms like websites/share drives (i.e. Knowledge Exchange, Milsuite) in area of responsibility.
• Administer, collect and analyze data. Maintain work center databases as needed.
• Attend meetings and create meeting minutes as requested IAW CDRL A002.
• Assist with the management of the training, coaching, education, or conference venues.
• Instructor for applicable training events.
• Design/revise monthly communication products.
• Respond to questions using approved organizational communication channels and provide positive, courteous, professional customer service.
• Collect and track all activities/lessons learned as applicable.
• Communicate on various platforms as directed.
• Maintain, coordinate updates, conduct yearly review and socialize the AFMS Governance Headquarters Operating Instruction (HOI).
• Maintain and coordinate AFMS governance meeting schedules to meet organization needs on both NIPR and SIPR networks.
• Executes administrative and logistical actions including securing meeting venue, drafting and sending meeting invitations, agenda approval and distribution, organizing read-ahead materials and draft and final slide presentations for meetings.
• Conduct administrative, logistical and collaboration with internal and external customers (i.e., SGMED, AFMEDCOM, DHA and MAJCOMs).
• Create and route meeting minutes and memorandums for coordination/signature of committee chairs.
• Distribute approved and signed memorandums to the respective forum's voting members and the applicable audience within the timeframe specified in the applicable HOI charter.
• Update and maintain the applicable governing body's membership contact list. Manage required training of voting members as applicable.
• Attend conferences, seminars, and working groups as required that routinely include MAJCOM and other Department of Defense (DoD) agency participation to facilitate the development of joint and AFMS strategies.
• Prepare status updates as required by the applicable governing body's chair and/or designated representative.
• Assist the governing bodies with the collection and organization of information from a variety of sources. Gather input from Government and Contractor SMEs.
• Attend governing bodies' meetings as requested, set-up meeting rooms and equipment, record meeting minutes, track and report on open action items and follow-up until closure.
• Train incoming personnel & ensure program sustainment and continuity.

Minimum Qualifications:

• Associate degree in science such as communication, business management or administration, or related degree.
• Four (4) years of related work experience in preparing and editing executive documents working with senior level DoD, other federal government agencies.
• Four (4) years' experience using software applications to include MS-Office and SharePoint.
• Two (2) years' experience in coordinating video and audio conference calls and maintaining webpages and databases.
• Two (2) years' experience briefing senior leaders and the ability to interface with all levels of personnel; experience writing technical documentation, operating instructions, policy memorandums, concept of operations, and other applicable organizational products.
• Must have an active secret clearance

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