Executive Assistant Jobs

Executive Assistant (Secretary II)

Job Summary: DT Pro is seeking an Executive Assistant (Secretary II) to join our team in Port Hueneme, CA. This role provides critical administrative and operational support to division leadership, ensuring efficient day-to-day operations and effective coordination across multiple functions. The ideal candidate is highly organized, detail-oriented, and capable of managing competing priorities in a fast-paced, mission-driven environment.

Responsibilities:

• Calendar Management: Strategically manages the Division Manager's schedule to optimize productivity and time management. This includes prioritizing appointments, scheduling meetings, and proactively resolving any conflicts that may arise.
• Meeting Coordination: Responsible for the end-to-end coordination of meetings. This includes preparing and distributing agendas, booking conference rooms, arranging catering, and ensuring all necessary technology and materials are in place for both in-person and virtual meetings.
• Logistical Support: Provides on-site support for conference room meetings, which includes setting up audiovisual equipment, troubleshooting technical issues, and ensuring a seamless experience for all attendees.
• Document routing for internal and higher level signatures, including CO/TD. Maintaining the ACIO and D-ACIO calendar, and answering telephone calls on their behalf. Makes travel arrangements and creates orders in DTS for division staff. Including DISS visit requests. Prepares vouchers upon travelers' return. Places orders for office supplies in PRT and DLA. Tracks orders and provides status to requester. Preparing and scheduling interviews. Assisting division managers with timekeeping by running reports and ensuring accuracy of time, as well as ensuring proper approvals are made. Preparing and sending formal correspondence IAW the Navy Correspondence Manual. Updates the staff directory and seating charts. Provide employment verifications. Assist various branches with a variety of duties, such as processing personnel actions, creating and managing training classes in Waypoints, issuing credit for training, supporting instructors to ensure training runs smoothly, audits and assembles various files.

Minimum Requirements: Active DoD Secret Clearance. Experience providing administrative or executive support in a professional office environment. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Microsoft Teams. Strong calendar management and scheduling experience supporting senior leadership. Experience coordinating meetings, events, and travel arrangements (including DTS or similar systems). Ability to prepare, format, and route official correspondence in accordance with established guidelines (e.g., Navy Correspondence Manual). Excellent organizational skills with a high level of attention to detail and accuracy. Strong written and verbal communication skills. Ability to manage multiple priorities, meet deadlines, and adapt to changing requirements.

The compensation for this position: $24.45 hourly group id: 90982414