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The customer’s space is a joint operation between two separate functional divisions. As such, the customer requires two special assistants to each serve as a division’s administrative assistant. The admin assistant will support a division of approx.. 70 staff and contract officers, as well as provide dedicated support to the division chief. In addition, the officer will coordinate with the Front Office admin assistant and provide backup support as needed. The admin assistant will report to the chief of staff and assigned division chief.
In addition, the customer requires a lead admin assistant to serve as the the front office admin assistant. The candidate will support Chief and Deputy Chief, chief of staff and FO staff of around 15.
The officer must be able to work independently and prioritize competing requirements. In addition, contact with senior customer officers and high-level representatives across the organization is frequent, and thus, the ability to communicate clearly, both verbally and in writing is required.
Details are below:
Serve as an active member of the customer organization by preparing executive materials, as well as coordinating and responding to general administrative functions. This includes preparing materials for organizational charts and phone cards.
Ensure the group’s physical space is maintained, including conference room schedule, supplies for front office staff, vault security and mail distribution. Ensure conference rooms are in good working order.
Provide direct administrative support to division chief. The selected officers may support Chief and Deputy Chief front office elements, ensuring smooth and efficient operations.
Provide the timely processing of visit requests and clearance passing, ensuring that front office personnel are aware of actions being taken.
Make travel arrangements for front office TDYs, including travel notifications and passport/visa renewals.
Manage Schedules, Time and Work Activities
Manage the calendar for assigned division chief and coordinate with Front office and customer stakeholders as appropriate.
Ensure accurate scheduling and anticipate and resolve scheduling conflicts. Use judgement and discretion in identifying which meetings require attention and which meetings should be delegated. Support the office by serving as the point of contact for scheduling, admin questions, and coordination with officers.
Serve as timekeeper for the assigned division, ensuring that all Admin assistants coordinate with each other to submit timesheets in a timely manner. Serve as backup to other admin assistants as needed.
Correspondence and Leadership
Review several diverse sources and independently select, analyze and synthesize data for reports and other forms of correspondence.
Ensure correspondence is timely, polished, and accurately represents the customer. Use confidentiality and discretion when coordinating correspondence, respecting privacy and sensitivity issues.
Seek opportunities for process improvement, including updating onboarding procedures, processing foreign travel, and managing day-to-day operations. Maintain Standard Operating Procedures for administrative staff and update templates as needed.
Prepare and review written communications for a variety of stakeholders.
Requires 5 to 8 years with BS/BA or 3 to 5 years with MS/MA or 0 to 2 years with PhD.
TS/SCI with Poly Clearance is required
Effective interpersonal skills to coordinate efforts and work with other internal and external organizations
Strong written adn oral communication skills
Experience in Microsoft Office applications including Word, PowerPoint and Excel
Be a team player and facilitate collaboration and information sharing among administrative team
Ability to handle multiple projects at one time and prioritize effectively