Executive Assistant Bureau of Medicine and Surgery (BUMED)

The following states are excluded from this job ad: CA, CO, CT, MA, NJ, NY, OR, VT, WA.

Location: Remote

Position Description:

The Executive Assistant BUMED will provide day to day administrative requirements for the Department of Defense (DoD), Department of Navy, BUMED Deputy Chief, Resource Management (a Senior Executive Service (SES) I position) and the Assistant Deputy Chief, Financial Management (Navy O-6).

Minimum/General Experience: 5 years of experience within the preceding 7 years of successfully performing the duties herein for senior level executives. Experience in a military office environment is preferred.

Minimum Education: Bachelor's degree in Business, Management, or other comparable degree, or equivalent years of experience.

Essential Skills/Qualifications:

• Possess proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
• Possess proficient core competencies in organizational and planning skills, effective communication skills, information gathering and monitoring skills, problem analysis and problem solving skills, judgment and decision-making ability, taking initiative, maintaining confidentiality/tact/diplomacy, team member skills, attention to detail and accuracy, and adaptability
• Possess knowledge of standard office administrative practices andprocedures
• Possess proficient communication skills, written and oral, required to professionally engage with executives
• Familiarity with the military organization, particularly at the executive level, is preferred

Security: Ability to obtain/maintain Secret Clearance

• NACLC T3/T3R Background Investigation: The T3/T3R investigation consists of a standard NAC and a FBI fingerprint check plus law enforcement checks and credit check. Requires completion of SF-86 Questionnaire for National Security Positions (or equivalent Office of Personnel Management (OPM) investigative product), Two FD-258 Applicant Fingerprint Cards (or an electronic fingerprint submission, Original Signed Release Statements
• U.S. Citizenship or permanent resident
• Ability to obtain/maintain a Department of Defense Common Access Card

Department of the Navy BUMED Resource Management (M8) Tasks/activities include, but are not limited to:

• Manage and maintain executives' schedules, appointments, and travel arrangements
• Arrange and coordinate meetings and events to include audio visual support for the executives (e.g., agendas, calendar invites, building access, scheduling conference rooms, read aheads)
• Record, analyze, transcribe, and distribute minutes of meetings
• Prepare notebooks, binders, and conference rooms for meetings
• Receive and interact with incoming visitors
• Liaise with internal staff at all levels within BUMED
• Interact with external clients/executives to include the Army, Air Forces, Defense Health Agency, and the Pentagon staff
• Monitor, screen, respond to and distribute incoming communications to include phone calls, regular mail, emails, and electronic correspondence
• Provide administrative support (e.g., assemble daily binders, Muster Reports)
• File and retrieve electronic and hard copy documents and reference materials
• Prepare and edit correspondence, communications, presentations and other documents Examples include power point presentations (e.g., Instructions and Notices, formal business correspondence packages, and responses to congressional inquiries)
• Manage the electronic tasker process to ensure all responses are delivered on/before the deadline
• Manage the M8 Share Point site; performing updates as required
• Maintain and update M8 personnel rosters, recall rosters, organizational charts, training completion statistics, and other personnel related matters such as identifying subject matter experts; all with a goal of ensuring that M8 always has an accurate picture of personnel status. Personnel include active duty Military, civilians, and contractor staff
• Develop and publish internal M8 procedures and templates for completion and routing of staff correspondence (e.g., email, hardcopy package, network shared folder, or SharePoint)
• Screen taskers prior to routing to determine the appropriate M8 code for completion. Ensure each tasker is assigned to a primary respondent and directions and timeline for completion are clear
• Manage the M8 document shredding program
• Call in trouble tickets to the IT Help Desk for routine issues calls
• Order office supplies

Oxley Enterprises®, Inc. is a certified service-disabled veteran-owned (SDVOSB), economic disadvantaged woman-owned (EDWOSB), Small Business Administration Certified 8(a), HUBZone and small disadvantaged business (SDB) that has over 22 years of experience building and delivering quality IT systems and programs. Oxley is ranked in the INC 5000 for 2016, 2017, 2018, and 2021; 2018 CIO Bulletin Top 30 Places to Work; and in Diversity Business' 2014 Top 500 Emerging Business; 2013 Top 500 Emerging Business, Top 100 Diversity Owned, and Top 50 VA Woman Owned. Oxley is a 2019, 2020, and 2021 Department of Labor HIRE Vets Medallion Award Winner. Oxley is Virginia Values Veterans certified.

Oxley Enterprises®, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

If you require a reasonable accommodation to apply for a position at Oxley Enterprises, Inc., please send an email to our Human Resources Department at: careers@oxleyenterprises.com with the following information:

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