Executive Assistant, Secret Clearance

American Systems Alexandria , VA 22302

Posted 2 months ago

Independently supports a presidentially appointed SES (Deputy Assistant Secretary of Defense) as the single point of contact requiring little to no direct supervision. Must make time critical decisions in regards to scheduling calendar/meeting requirements and travel logistics in order to coordinate high level Government events. The candidate will work with the Program Manager to coordinate and direct other administrative department personnel activities including meetings, conferences, and coverage arrangements. As part of a very dynamic environment, the candidate will be expected to make independent decisions that support meeting deliverable deadlines, such as data calls and status and action reports, and Government support requests.

Provide expert assistance to career Senior Executive Service (SES) leaders and support front office operations. Perform duties of a highly confidential nature interfacing with senior leadership support staff at the Pentagon and across the Department of Defense acquisition community including Components, industry partners, and associations.

Specific duties include:

  • Perform communications management (telephone and e-mail) determining nature of requests, and rout to appropriate staff based upon knowledge of programs and operations

  • Provide scheduling and calendar management utilizing knowledge of SES; current workload and current issues without prior approval

  • Staff reception area greeting visitors and facility workers upon entry into Open Storage SECRET facility; direct/escort them as needed within the suite (including cleaning staff)

  • Read and process incoming correspondence and material identifying which items need to be brought to attention of the SES, referred to appropriate staff, rerouted to other organizations or handled personally

  • Track deadlines

  • Support correspondence control and maintain files

  • Provide meeting support (telephone/conference call setup, visitor escort, preparation of meeting agenda, recording significant discussions and action items, printing of meeting materials)

  • Coordinate travel support for SES and government staff (scheduling, create reservations for hotels, clearances, rental cars, process registration forms, pay registration fees, include preparation material in travel folder, create authorizations, vouchers, credit card reconciliation

  • Plan and coordinate events

  • Maintain government leave/vacation schedule

  • Prepare and review briefings as requested and coordinate security and public affairs approval

  • Execute other office management duties as assigned (e.g., IT POC, Space Services liaison)

  • Monitor Defense Acquisition Board (DAB)/Overarching Integrated Product Team (OIPT) schedules, set up prep meetings with all appropriate personnel


Job Requirements

Required Skills:

  • 8+ years of experience with providing administrative support to senior-level management

  • HS diploma or GED required, Bachelors degree preferred

  • Active secret clearance required

  • Experienced with Microsoft Office Suite 2010 software including Word, PowerPoint, Excel and Outlook

  • Ability to exhibit professionalism and discretion in performing a variety of duties and interacting with various levels of staff across locations

  • Ability to work in a team environment and independently

  • Team player with the ability to handle multiple tasks and assist team members in an often times fast-paced environment with a positive, productive attitude

  • Excellent organizational skills including the ability to multi-task and juggle multiple requests for meeting appointments

  • Excellent oral communication skills

  • Ability to write clearly and communicate via email using correct grammar and spelling

Desired Skills:

  • Experience with Defense Travel System (DTS)

  • Knowledge of Pentagon and specifically OSD roles and responsibilities

  • Knowledge of DoD Automated Times and Attendance Production System (ATAPS

  • Knowledge of Lean/Six Sigma, Continuous Process Improvement

  • Experience with ATL Correspondence and Task Management System (CATMS) or similar task tracking/workflow systems

Note* REGARDING SITE PARKING: Parking space is not provided. Mass transit options are readily available via Washington Metropolitan Area Transit Agency (WMATA) and Alexandria DASH service.

EOE M/F/Disability/Veterans

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Executive Assistant, Secret Clearance

American Systems