Executive Administrative Assistant Jobs

Executive Administrative Assistant

Dexis is seeking a highly-qualified Executive Administrative Assistant to provide high-level administrative and operational support to the Executive Office of the U.S. Army Corps of Engineers Sacramento District (SPK). The Executive Office supports the District Commander, Deputy District Engineer, and Chief of Staff in executing mission priorities. The office requires highly capable administrative support to manage executive operations, correspondence, training programs, financial actions, and high-visibility engagements. The Executive Administrative Assistant will ensure efficient Executive Office operations, continuity, and mission execution while maintaining compliance with USACE policies and established administrative procedures.

Responsibilities

• Executive Office Administrative Support (40%)
• Process administrative and financial actions, including preparing travel authorizations and vouchers, training requests, purchase requests, and related documentation while supporting Executive Office personnel and subordinate offices.
• Manage front office operations by screening calls and visitors, routing inquiries, maintaining correspondence logs, tracking suspense actions, and ensuring timely completion of assigned tasks.
• Prepare, review, edit, and quality control executive correspondence, memoranda, reports, briefing materials, and other official documents in accordance with applicable Army and USACE correspondence standards.
• Conduct research, compile background information, and maintain official electronic records and files to support executive decision-making and organizational continuity.
• Support Government Purchase Card (GPC) and Training Card administration by maintaining documentation, tracking transactions, assisting with reconciliations, and supporting required reporting activities.
• Maintain office supply inventories, coordinate receipt and accountability of equipment, perform periodic inventory reviews, and support overall office logistics.
• Provide administrative guidance to supported organizations and assist with implementing standardized administrative policies and procedures across the Executive Office.
• Training Coordination (30%)
• Support execution of annual training plans by coordinating leadership development, academic, mandatory, and professional training opportunities for Executive Office personnel.
• Maintain training management systems, including tracking training completion, updating Individual Development Plans (IDPs), maintaining personnel records, and ensuring data accuracy.
• Coordinate with District Training Coordinators and office coordinators to support training guidance, surveys, reports, and data calls.
• Deliver training information during orientations, informational sessions, and other workforce engagements while serving as a resource for training-related systems and processes.
• Participate in training coordination meetings and assist with planning and executing annual training initiatives and workforce development events.
• Meeting and Event Support (30%)
• Manage executive calendars for senior leadership by scheduling appointments, coordinating participants, resolving conflicts, maintaining leadership availability, and supporting recurring calendar synchronization meetings.
• Coordinate meeting logistics, including conference room scheduling, visitor access, parking, transportation, audiovisual requirements, and other administrative arrangements necessary for successful meetings.
• Arrange official travel by preparing itineraries, coordinating transportation and lodging, and supporting travel documentation requirements.
• Manage Executive Office conference room schedules, prioritize reservations based on mission requirements, and coordinate technical support to ensure meeting readiness.
• Support executive leadership transitions by facilitating onboarding activities, maintaining continuity of operations, and providing guidance on Executive Office procedures.
• Coordinate executive engagements, command events, distinguished visitor visits, strategic meetings, In-Progress Reviews (IPRs), read-ahead materials, and other high-visibility events.
• Support event execution by coordinating attendance, managing RSVP tracking, arranging refreshments when required, and providing administrative support before, during, and after official events.

Qualifications

High school diploma or equivalent. Experience providing administrative support to senior executives, military leadership, or government organizations. Proficiency in schedule and calendar management and travel coordination. Knowledge of Army correspondence standards and experience preparing, reviewing, and editing official correspondence in accordance with AR 25-50. Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and SharePoint. Excellent written, verbal, and interpersonal communication skills with the ability to interact professionally with stakeholders at all levels. Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities in a fast-paced environment. Ability to work independently and prioritize competing tasks with minimal supervision. Demonstrated professionalism and the ability to maintain productive working relationships across the organization. Adaptability and flexibility to support changing priorities and requirements.

Preferred Qualifications

Bachelor's degree. Secret clearance. Prior experience supporting USACE, US Army, or other DoW organizations. Prior experience maintaining/updating the Defense Travel System (DTS), Total Employee Development (TED) system and/or the Corps of Engineers Financial Management System (CEFMS) II.