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Sr Administrative Associate

Company: Quantech Services, Inc.
Location: Chantilly
Posted on: June 6, 2021

Job Description:

EXECUTIVE ASSISTANT

Job Description

The Executive Assistant manages the overall workflow and coordination of a senior level office. Work includes scheduling, managing, and disseminating Senior Executive(s) calendar(s); controlling access to the Senior Executive(s); and preparing correspondence. This position requires a wide latitude of discretion regarding workflow and priorities, in addition to in-depth knowledge of various executives' styles, methods of operation, and authorities.

Positions at this level are expected to interact with high-ranking officials within the NRO and throughout the IC, Congress, the White House, and the private sector. Intrinsic to the Executive Assistant's work is knowledge of the NRO, the IC, and other Government agencies.

EXECUTIVE ASSISTANT- SENIOR LEVEL

Tasks

  • Answer and place telephone calls, direct calls, take messages, and follow-up accordingly
  • Provide resolution of issues or concerns

  • Support, manage, and monitor incoming/outgoing electronic and physical communications on behalf of the Director, Office Directors, and staff

  • Maintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment repairs, coordinating office renovations, and participating in event planning

  • Prepare read-ahead material for Senior Executives
  • Create and assist in the preparation and development of reports, briefings and presentations for various audiences

  • Receive, sort, and screen incoming mail; categorize, prioritize and prepare responses for Senior Executive signature

  • Summarize correspondence, highlight key issues or topics of interest, and follow up to ensure proper and timely response

  • Manage the workflow of multiple matters, within a continuously adapting schedule, for the assigned Senior Executive

  • Prepare and review non-routine letters, memos, documents, and various reports for Senior Executive signature to ensure compliance with NRO correspondence guidelines

  • Prepare to host Senior Executive visitors to include passing security clearances and escorting

  • Update and maintain records and files using the NRO enterprise records management system

  • Maintain an awareness of internal structural levels and hierarchy within the organization

  • Assist and relieve the assigned Senior Executive of a variety of complex executive office support functions

  • Manage all aspects of Senior Executive daily agenda to include scheduling appointments, preparing travel itineraries, schedule Very Important Person (VIP) parking, and making arrangements

  • Research and prepare background information on meeting attendees and/or topics of interest for the meeting

  • Disseminate schedule to appropriate staff and act as a liaison between the Senior Executive and others

  • Develop creative approaches and alternatives to the resolution of issues and problems

  • Independently operate and interact with various DoD and IC agencies to coordinate a variety of complex executive meetings and conferences; including travel to conferences and meetings, as required

  • Make and support travel arrangements and process travel accountings for MS&O Senior Leaders to include:
  • Process travel accounting/vouchers

  • Making and submitting passport and visa requests

  • Making and submitting plane, hotel, and car reservations

  • Completing and giving guidance on travel accountings

  • Preparing, coordinating, and monitoring correspondence with the office( s) at the travel destination point(s) and any other offices involved in subject travel

  • Sending clearance requests for travel certifications, as required

  • Retain access to MS&O Senior Executive Common W orkgroup Environment accounts

  • Provide administrative support to Government leads/Program Managers for assigned actions, including managing their calendars, schedules, and travel

  • Track and monitor ongoing MS&O projects and initiatives, as directed

  • Assist the assigned Senior Executive with a variety of complex executive office support functions

  • Assist with event planning, attend and facilitate meetings, workshops, conferences and working group sessions, track status and milestones, and provide summary of meetings and meeting minutes when requested.

Desired Skills Set:

  • Demonstrated ability in oral and written communication skills sufficient to compose and deliver clear and concise responses

  • Demonstrated knowledge of proper English usage, spelling, grammar, punctuation and sentence structure to ensure that written materials prepared and reviewed are complete, succinct, and formatted correctly
  • Demonstrated experience adapting to a rapidly changing work environment while maintaining flexibility and versatility
  • Demonstrated experience working with senior executives at multiple organizational levels
  • Demonstrated experience in the use of Microsoft Office and standard computer applications
  • Have background knowledge of administrative processes for DoD, IC, and NRO office communications and Information Technology (IT) equipment
  • Demonstrate appropriate background knowledge of administrative processes to support the Department of Defense (DoD), IC, and NRO inter- and intra-office communications and the ability to operate associated equipment.
  • Demonstrate ability to establish and maintain effective working relationships with internal and external stakeholders, including customers they support within their assigned Directorate.
  • Demonstrate ability to maintain professional demeanors at all times; including, but not limited to: interacting with high-ranking officials within the NRO and throughout the IC, Congress, the White House, and the private sector.

Job Requirements

EXECUTIVE ASSISTANT

High school diploma or GED and Targeted 10 years of experience.

OR

Bachelor Degree and 5 years of experience

TS/SCI with CI Poly.

Security clearance required

TSSCI CI Poly

Travel

0 - 10%

Keywords: Quantech Services, Inc., Chantilly , Sr Administrative Associate, Other , Chantilly, Virginia

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