JPI

Administrative Assistant

JPI

full-time

Posted on:

Location Type: Remote

Location: United States

Visit company website

Explore more

✨ AI Apply
Apply

About the role

  • Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
  • Maintaining comprehensive and accurate records
  • Organizing meetings, including scheduling, sending reminders, coordination of meeting materials and preparing conference room logistics.
  • Coordinating after action items for meetings, including minutes
  • Answering phone calls in a polite and professional manner
  • Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate office or staff member
  • Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters
  • Serve as primary coordinator and manager of internal Task Management System for document routing and taskers from Senior Coast Guard Leadership.
  • Correspond with stakeholders across the Coast Guard to ensure taskers are completed on time
  • Securely coordinate handling of sensitive information from Freedom of Information Requests and Congressional enquiries
  • Accurately inputted tasker information and documentation and conducts quality checks on data entries
  • Prepare weekly report for Directorates in the Assistant Commandant for Human Resources on status of taskings
  • Promptly respond to enquiries and requests from stakeholders at the Coast Guard
  • Support Coast Guard Executive Team with preparation of Senior Principal (Flag Officer) reading materials

Requirements

  • High school degree required
  • Strong interpersonal, written, and oral communication skills in the English language
  • Flexibility to pivot and adapt to changes in guidance/direction and ability to navigate through unexpected challenges and deliver solutions
  • Must be a self-starter with the ability to work effectively independently and in team settings to include close collaboration with front office staff and executives
  • Proven ability to support multiple taskings simultaneously in a deadline driven process
  • Building rapport with colleagues, clients, and stakeholders while developing a reputation as someone who is responsive, trustworthy, and mindful of minute details.
  • Experience in building and managing client relationships, including those with Senior Leadership
  • Proficiency in the use of desktop computer and use of the entire Microsoft Office365 suite of applications, specifically MS Teams, Excel, and SharePoint
  • US Coast Guard, Department of Homeland Security, or Department of Defense experience desired
  • Clearance: Public trust is desired, not required
  • Must be US Citizen
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
administrative assistancerecord maintenancetask managementdata entryquality checksreport preparationcalendar managementmeeting coordinationsensitive information handlingcommunication preparation
Soft Skills
interpersonal skillswritten communicationoral communicationflexibilityproblem-solvingself-starterindependent workteam collaborationrelationship buildingattention to detail
Certifications
high school degreePublic trust clearance