Executive Support Program Administrator

3 weeks ago

Falls Church, United States ASRC Federal Full time

Agile Decision Sciences (ADS), a wholly owned subsidiary of ASRC Federal, is seeking an Executive Support Program Administrator to support a DHA contract.  

 

Work arrangement:  Onsite

Clearance: Active Secret

 

Responsibilities:

Administrative and Program Assistant Support. Provide executive administrative support to DHA Public Health Directorate. Provide onsite administrative and program support to the organization leadership including but not limited to support in the preparation of briefings; coordinating travel arrangements; managing calendars; recording meetings minutes; revising, creating of documents, spreadsheets, and transmittals; photocopying; sending facsimiles; answering telephone calls; and coordinating with internal and external organizations.

 

Administrative support will include but is not limited to the following tasks:

  • Prepare, control, and distribute correspondence.
  • Maintain the Director’s calendar, updating, adjusting, and coordinating to assure no meetings are missed.
  • Coordinate travel and pre-travel information products and briefings
  • Use prescribed electronic systems to submit and track travel requests and expenditures.
  • Provide support in the development of agendas for Directorate-hosted meetings.
  • Schedule meetings and conference calls.
  • Provide read-ahead background materials for meetings and conference calls.
  • Maintain all Directorates schedule of appointments and other commitments, which includes making changes and adjustments as necessary to meet unexpected, high priority demands.
  • Prepare designated reports for management, responds to inquiries, and provides information in accordance with policies and procedures.

Knowledge Management Centers (KMC) Support. Provide executive administrative assistance support, and records management (retrieval and archiving) support in the portfolio management systems (ETMS2 Application).

  • Compose and type a high volume of correspondence, including briefing notes or oral instructions from supervisors and other staff members on a variety of subjects and in many formats. (CDRL A009).
  • Work closely with staff in the development of target dates for various major projects, project status, dates of conferences and meetings, projected plans for travel, and speaking engagements.
  • Provide quality control (including editing, proofing and formatting) on all completed documents.
  • Support the file management plan for the Directorate.
  • Coordinate with the records management point of contact regarding the handling and maintenance of manual reports, such as document handling systems and office assignment tracking database.
  • Provide support to the Directorate staff in identifying and tracking metrics, developing metric reporting formats, and developing documents to communicate results.
  • Submit input reflecting the status of correspondence actions (e.g., contacts, transferred, processed) for the Monthly Status Report.
  • Provide reports as required by the Chief of Staff or Executive Office.

Requirements:

  • Proficient with MS Office tools (Word, Excel, PPT, Outlook)
  • Preferred knowledge of a Task Management Tool.
  • Strong verbal and written communication skills.
  • Ability to interact with all levels of professionals.
  • Detailed oriented; able to meet strict deadlines.
  • Must be a US Citizen with an active Secret clearance.
  • Must be able to successful complete a DHA background investigation.

Experience/Education: 

  • Two (2) years executive administrative support in a DoD environment or Government Public Health environment.
  • High school diploma or GED; prefer a Bachelor’s degree.  
  • 7 years of experience. Education may be used in-lieu of experience.
ASRC Federal and its Subsidiaries are Equal Opportunity / Affirmative Action employers. All qualified applicants will receive consideration for employment without regard to race, gender, color, age, sexual orientation, gender identification, national origin, religion, marital status, ancestry, citizenship, disability, protected veteran status, or any other factor prohibited by applicable law.

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