Executive Assistant (DOE-3-DC)

Celestar Corporation - Washington, DC4.5

Full-time
The Celestar Corporation has an Immediate Need to identify multiple Executive Assistants for our customer at the Department of Energy (DoE). Please review the position description below. If interested and qualified, we welcome you to apply for this challenging opportunity.
CLEARANCE/ACCESS: Active DoE “Q” or Top Secret DoD Level Clearance; Clearance, Access and Investigation must appear in JPAS and be within scope

ANTICIPATED AWARD: October/November 2018
START DATE: December 4, 2018
PERIOD OF PERFORMANCE: Three (3)Years

LOCATION: DoE - James Forrestal Building - Washington, DC

OBJECTIVE
Secure management analysis and executive administrative support services in support of NA-10. NA-10 is a dynamic, mission driven environment with competing priorities, heavy workloads, and time-sensitive demands. The select candidate must have extensive administrative and analytical capabilities, an ability to proactively resolve work flow issues, and independently produce high quality written content in various forms. Must also be capable of handling changing and challenging demands. Must provide follow-up with stakeholders.
Select candidates must possess professional experience working in fast-paced political or national security environment, superior oral and written communication skills, the ability to prioritize multiple competing tasks and assignments with limited oversight, the ability to learn quickly, show initiative, adapt to a constantly changing environment and be comfortable working independently and in team environment. Experience in supporting a senior executive on scheduling, logistics, arranging travel, prioritizing high-stakes meetings, and engagements with senior military and civilian leaders. Assist with Administrative Business Operating Procedures and Standard Operation Procedures.

RESPONSIBILITIES
General Administrative Support

Master flow of incoming correspondence by reviewing, screening, controlling, maintaining records and coordinating responses using NNSA’s eDocs and correspondence system.
Carry out or oversee all office administrative work within NA-10 or at the NA-1 level on an as required basis.
Assist in creating documents and performing research and providing intermediate to expert level support on MS Office products including Microsoft Word, PowerPoint, Excel, Project, SharePoint, etc.
Develop and maintain administrative date systems such as contact list and shared calendars.
Review and ensure documents requiring staff signature, coordination or concurrence, are accurate, complete and conform to style, format, or procedural requirements and guidelines.
Assist in establishing internal style guidelines and standards for texts and illustrations to meet business needs.
Draft talking point papers, memos, and other documents as needed.
Make copies, print documents, prepare binders, scan, and transmit documents as requested.
Assist and track all action items for appropriate program office providing the Executive Director with weekly printed or email of summary reports.
Manage, coordinate, review, and maintain office calendars for staff in the Deputy Administrator and cognizant offices.
Staff administrative desk and telephones.
Provide assistance in scheduling meetings, conferences, and setting up teleconferences, and video conferences.
Coordinate all request for staff including setting up offices, remodeling, moving, telephone, computer equipment, software, environmental condition (heating and air conditioning) requests for cleaning services with building maintenance.
Assist with planning and operations activities, including coordinating internal meetings such as multiyear planning meetings, editing and review of documents, and development of background information.
Receive, sort, screen and distribute incoming and outgoing mail and packages (including internal mail) to proper locations, offices and individuals. This includes, but is not limited to, filling out required forms, packaging, labeling, mailing or shipping single or multiple documents to single or multiple locations.
Prepares recognition award requests on behalf of staff as requested by NA-10 leadership. Awards can include: coins, time off, monetary reward, medals, and other forms of recognition.
Provide support in responding to Government Accountability Office (GAO) reports, Inspector General (IG) reports, and Freedom of Information Act (FOIA) requests.
Participate and Attend staff/leadership meetings.
Coordinate the upkeep, repair, and service of all office equipment (including IT equipment).
Manage supply inventory. Manage and distribute supplies for all staff.
Arrange domestic and foreign travel arrangements for staff as required. Maintain working knowledge of foreign travel management system and travel manager system. As necessary, prepare travel folder for traveler.
Generate and/or review country clearance cables and follow through with appropriate officials for approval and completion.
Process documentation for new diplomatic/official passport/visa, as well as prepare paperwork for the renewal of passports.
Aggressively follow-up on all travel arrangements to ensure completion in a timely manner for the trips, including review and tracking of travel requests.
Prepare all new employee materials to include welcome packages and completion of required paperwork for both incoming and outgoing employees
Controlled Unclassified and Classified Correspondence/Documents Processing

Properly handle classified documents.
Maintain security-related classified document records.
Perform a document list inventory of classified holdings on as required basis.
Ensure accountable documents are annotated in the document database and prepare and deliver material burn bags for destruction or use classified shredder in accordance with DOE Orders.
Make copies of classified documents on government-furnished equipment in accordance with DOE/NNSA regulations.
Receive, store, or forward Secret and Confidential Restricted Date (RD), formerly Restricted Data (FRD), National Security Information (NSI) as well as other sensitive information (e.g., Official Use Only (OUO)) material to comply with Federal and DOE regulations and implementing guidance.
Use NNSA security procedures to verify mail channels and recipient clearance levels, prepare document transmittal receipts, wrap and deliver classified material to appropriate carrier. Issue document transmittal receipt tracers requests.
Operate the classified fax machines and act as the point of contact for incoming and outgoing classified faxes. Prepare the classified fax transmittal sheets and verify classified fax numbers.
Visitor Access Support

Act as a point of contact between NNSA, and other Government agencies, outside entities, and coordinate with DOE/NNSA personnel security office to exchange appropriate visit request access information.
Prepare and transmit official visitor access requests for NNSA personnel to visit DOE and NNSA laboratories and other government agencies.
Answer requests from the DOE/NNSA personnel security organization to verify need-to-know status of individuals from companies or other agencies who desire to receive temporary badges to visit DOE facilities, including Headquarters.
Maintain/provide access authorization list for personnel access into respective limited areas.
Escort all uncleared visitors into the Limited Access Areas.
Records Management and Archival Support

Establish and maintain office file plan, files, records, and databases, including electronic data files architecture consistent with standard file storage/structure methodologies.
Maintained, organized and stored in accordance to Records Management Handbook.
Schedule records for archiving, and retrieve documents, as requested.
REQUIREMENTS

Bachelor’s Degree in Political Science, Government, Economics, Finance, Business Administration, Project Management, or related Degree
Must have a minimum of Ten (10) Years’ experience supporting a C-level executive which includes a Chief Executive Officer (CEO), Chief Operating Officer (COO) and Chief Information Officer (CIO) OR Senior Executive Service (SES) Members or Military Flag Officers ONLY
Must have extensive administrative and analytical capabilities, an ability to proactively resolve work flow issues, and independently produce high quality written content in various forms.
Must also be capable of handling changing and challenging demands.
Must possess professional experience working in fast-paced Political or National Security environment, Superior Oral and Written Communication Skills, the ability to prioritize multiple competing tasks and assignments with limited oversight, the ability to learn quickly, show initiative, adapt to a constantly changing environment and be comfortable working independently and in team environment.
Must have experience in supporting a Senior Executive on Scheduling, Logistics, arranging Travel, Prioritizing High-Stakes Meetings, and Engagements with Senior Military and Civilian Leaders.
Active DoE “Q” or Top Secret DoD Level Clearance; Clearance, Access and Investigation must appear in JPAS and be within scope.
IMPORTANT NOTE: This is a Best Athlete Selection Process! Please ensure that the required and/or desired experience is reflected on your resume to receive fair and competitive consideration.

Come onboard with a company that Values its Employees!
Celestar, a Veteran Owned Company, is Very Competitive with Salaries and Benefits. As an example, we offer Company Paid Benefits that include Employee and Family Dental Insurance, Employee Health Insurance, Life Insurance and Short-Term Disability Insurance. We also offer a 401k retirement company match, paid Holidays and Personal Time Off!