Executive Assistant to the Commanding General (CG) and Command Seargeant Major (CSM)- 2026-36

At PROJECTXYZ, we understand that the most important piece of our business is our people. Our employees represent PROJECTXYZ at customer sites and play a critically important role in solving problems and delivering results. Headquartered in Huntsville, AL, PROJECTXYZ supports customers across many locations and functional areas including Logistics, Engineering, Information Technology, and Alternative Energy.

Purpose of Position:

Provide administrative support for the Commanding General (CG) and Command Seargeant Major (CSM) including, but not limited to:

Duties and Responsibilities (Essential):

• Answers incoming calls and screens calls to determine the caller’s rank/executive level, agency/organization, and purpose of the call. Transfers calls by providing the recipient with the caller’s rank and name, agency/organization, and purpose of the call.
• Organizes and manages calendars, including meetings, senior leader engagements, TDY, office calls, and other scheduled events.
• Prepares travel authorizations and arrangements in the Defense Travel System (DTS). Books travel, lodging, and rental car requirements.
• Reconciles travel vouchers upon completion of official travel.
• Maintains timekeeping in ATAAPS and attendance records in PERSTAT.
• Schedules and coordinates meetings and appointments and sends meeting invitations to all stakeholders.
• Prints Read-Ahead Slides (RAHS) provided by the meeting Officer in Charge/Officer Responsible for the Meeting (OPR) two days prior to scheduled meetings.
• Writes, proofreads, edits, and rewrites General Officer correspondence, including memorandums, STAR Notes, draft emails/“ghost notes,” and other documents, in accordance with AR 25-50, as required. Ensures all correspondence and documents are meticulous, accurate, and precise.
• Receives and directs visitors and monitors visitor access in accordance with established procedures.
• Maintains front-desk procedures, including contact information, directions, and frequently requested information.
• Processes inquiries and directs them to the appropriate office or individual for resolution.
• Serves as the Records Management Point of Contact (POC), in accordance with AR 25-400-2, for the Commanding General (CG) and Command Sergeant Major (CSM). Maintains electronic and hard-copy filing systems and retrieves documents as required.
• Processes requests for information and data.
• Resolves administrative problems and responds to inquiries.
• Opens, sorts, and distributes incoming correspondence.
• Maintains office supply inventories and orders supplies as required.
• Coordinates maintenance and servicing of office equipment as required.
• Assesses administrative problems and develops appropriate solutions.
• Gathers, monitors, and maintains information necessary to support office operations.
• Prepares travel books and agendas for the Executive Officer (XO).
• Prepares meeting agendas and schedules for the XO.
• Records, compiles, transcribes, and distributes meeting minutes for the XO.
• Performs other executive administrative assistant duties as assigned or required.
• Performs official travel of less than 25 percent.

NOTE: Responsibilities also include managing and organizing the CG, CSM and DCG calendar to include all meetings, senior leader engagements, TDY, office calls, etc.

Qualifications:

· Minimum/General Experience: A minimum of five years of experience in the functional area for which expertise is required as outlined in Paragraphs 1.19.1 through 1.19.8 of this PWS. Possesses solid experience in the discipline for which functional expertise is required. Proficient with Power Point, Excel, Share Point, and other business operations tools.

· Minimum Education: Associate degree in such disciplines as Operations Research, Physical Sciences, Mathematics, Business/Finance, Accounting, Economics, Human Resource Management, Education, Social Science, Strategic Studies, Foreign Policy, International Studies, Political Science, Liberal Arts, or other related discipline from an accredited training institution with a curriculum or major field of study which provides substantial knowledge closely related to the task. 28

· Functional Responsibility: Uses greater judgment and initiative to determine the approach or action to take in non-routine situations. Interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations. Duties include or are comparable to the following: Based on a knowledge of the supervisor's views, composes correspondence on own initiative about administrative matters and general office policies for supervisor's approval. Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered. Reads publications, regulations, and directives and acts or refers those that are important to the supervisor and staff. Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions.

Physical Factors

• Work environment is predominately office.
• Must be able to sit for extended periods of time.
• Must be able to operate a computer for extended periods of time.
• Must be able to operate a phone both making and receiving calls and taking or conveying information.
• I must communicate effectively, both verbally and in writing
• Occasionally lifts/moves up to 25 pounds.

Submit resume. Please reference position title and Position Number.

PROJECTXYZ is an equal opportunity employer encouraging individuals with disabilities and veterans to apply.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

PROJECTXYZ is committed to providing a work environment that is free from unlawful discrimination and harassment in any form. PROJECTXYZ will make reasonable accommodation for qualified individuals with disabilities unless doing so will result in undue hardship. If you are interested in applying for employment and feel you need reasonable accommodation pursuant to the ADA, you are encouraged to contact us on 256.721.9001 x 155.