We are seeking a highly organized and proactive Administrative Assistant to join our team. The ideal candidate will play a crucial role in ensuring the smooth operation of our office by providing essential administrative support. This position requires a detail-oriented individual with strong communication skills and the ability to manage multiple tasks efficiently.

• Provide administrative support to the Assistant Training Principal for Administration (ATPA) daily with confidence, good judgment, and professional acumen.
• Maintain the integrity and responsiveness of the ATPA’s office to the Cabinet, Department Heads, Commands/Divisions, and Territorial Headquarters by providing timely information dissemination and following protocols.
• Daily correspondence, open mail, review and distribute to designated departments, and prioritize items for ATPA response/signature.
• Provide data entry and maintenance support for the CFOT’s digital calendar.
• Ensure correspondence prepared for ATPA’s signature is accurate and ready for release.
• Draft and prepare routine correspondences (hard copy or email) on behalf of the ATPA and as requested.
• Maintain files relating to the ATPA’s office – All departments and bureaus, as requested.
• Update and maintain ATPA Smart Data activity.
• Coordinate and maintain reservations of CFOT locations – Chapel, Staff Dining Room, Watson Gym
• Assist the ATPA in preparing agendas and minutes for the Executive Council through TSAMM.
• Draft the approved Executive Minutes Summary for release and provide backup support when requested.
• Collaborating with the TP Office and the ATPA, maintain and update schedules and information relating to strategic events, such as New Officer Orientation.
• Provide support in answering routine inquiries from Officers in the absence of the ATPA using good judgment.
• Provide Proof of Residency letters for local libraries, schools, and chapters as requested.
• Ordering name tags for all Officers.
• Provide coverage for Front Office Staff as needed.

Academic Support

• Assist in gathering resources for classes as requested.
• Assist in creating or updating PowerPoint presentations for ATPA Classes.
• Provide support in uploaded material and grades in NEO platform, as requested.

Cadet Support

• Assist the ATPA with Immigration paperwork for Cadets.
• Work closely with Finance staff to secure OPT or EAD application payment processes.
• Provide letters of support to cadets and their families for international travel
• Ordering all plates and awards given during the Cadet Recognition Lunch, including the CFOT Display Wall plaques.

Bachelor's degree (B. A.) from a four-year college or university and three to five years related experience or equivalent combination of education and experience.

Qualifications

• Strong proficiency in office management software.
• Excellent proofreading skills with keen attention to detail.
• Ability to handle multiple priorities while maintaining a high level of organization.
• Exceptional communication skills, both written and verbal.
• Bilingual – English and Spanish (preferred).
• Research competencies.