Title: EXECUTIVE ASSISTANT Location: United States-Florida-Pensacola Job Number: 240001UR Job Summary: - Utilize organizational skills and a high level of attention to detail to maintain continuity of workflows, and rely on effective and precise written and verbal communication skills to convey status updates to the executive. - Exercise exclusive control via delegated authority over the executive's availability to schedule and prioritize meetings/appointments by integrating multiple meeting schedules and commitments, and where applicable securing space (i.e. conference room, off site location, etc.), determining and coordinating time and staff representation. Coordinate domestic and international travel, and facilitate the logistics of off-site functions. Prepare a trip folder including itinerary, names, phone numbers, directions, etc. Complete travel claim vouchers (local, petty cash, and TDY) based upon information provided, and ensure supporting documents are maintained on file. Keep executive abreast of meetings, appointments, due dates, as updates/changes, etc. occur. - Screen all correspondences, including but not limited to those prepared by and for the executive's signature for clarity, completeness of reply and grammatical and procedural correctness, and calls, visitors, requests for meetings, etc. Personally responds to most questions using background on NEXCOM policies and procedures, and determine which matters must be referred to the senior executive for action, and postpone matters that require additional background information before pursuit of action. Follow-up on guest/patron relations, complaints, letters, etc. relative to the scope of support and assistance provided to the senior executive. - Take initiative to research issues, gain knowledge, independently solve problems and provide solutions. Requires math proficiency, with the ability to summarize and analyze information and solutions in order to act appropriately. - Prepare all presentations for the senior executive and staff utilizing Microsoft Power Point, Microsoft Excel to create complex formulas/spreadsheets, or other necessary presentation tools/applications. Utilize graphs, tables, charts, etc. to accurately display quantitative information in presentations. Employ knowledge of NEXCOM policies and procedures in the independent creation of presentations and reports for the executive. Conducts thorough and appropriate research as required to ensure the accuracy and clarity of materials. - May act as Office Manager with responsibility for monitoring all equipment and conditions of physical environment to include interacting with Facilities or base resources to maintain a quality work environment. May track all equipment in office to include computers, chairs, copiers, desk arrangements and HVAC servicing. Maintains logs of servicing and coordinates with vendors. Create and manage ITAR requests for department. - May act as lead in dividing responsibilities among other Administrative Assistants. Determines best practices in keeping the distribution of work fair and consistent. - Demonstrate ability to maintain confidentiality and exercise discretion to defend sensitive information. Utilizes proactive and decisive decision-making relative to performing day-to-day duties, and extraordinary situations encountered. - Performs a variety of ad-hoc duties in connection with supporting a senior executive and division, including but not limited to: creating and managing all purchase requisitions into Lawson, including training new users where applicable; managing and coordinating various projects as delegated; tracking and reporting divisional expenses (i.e. payroll, travel, office supplies, etc. vs. budget), ordering office supplies; performing timekeeping functions and for back-up purposes, training administrative assistants and those delegated timekeeper functions on various administrative practices and procedures. Monitor and/or update delegated tasks to ensure progress and compliance with targeted deadline. Ensure that the practices and procedures used by support staff within the division are consistent with established methods, policies and procedures. - Coordinate and prepare the Executive Summary for approval and presentation to appropriate personnel, and ensures accurate, comprehensible filing system for submitted summaries. - May provide limited administrative support as needed and guidance to the Group/Division to which assigned. - Manage Fleet vehicle where applicable. - Performs other related duties as assigned. Qualifications: GENERAL EXPERIENCE: 3 years of experience performing general clerical duties such as filing typing copying binding scanning greeting or assisting visitors answering phone calls processing expenses sheets or invoices etc. OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE: 1 year academic study above the high school level may be substituted for 9 months of experience up to maximum of a 4 year bachelor s degree of general experience. AND SPECIALIZED EXPERIENCE: 1 year of experience performing administrative duties for one or more management professionals such as preparing reports charts or slides for presentational purposes using word processing spreadsheet database and or presentational software taking accurate minutes of meetings organizing travel arrangements managing appointments writing letters or emails on behalf of managers maintaining computer or manual filing systems coordinating equipment repairs etc.