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Executive Assistant

2 months ago

Arlington, United States SAIC Full time

Description

SAIC is hiring a motivated, detail-oriented, and highly organized Executive Assistant with an active Secret clearance to provide executive level management and analytical support to the Office of Strategic Capital (OSC) within the Office of the Under Secretary of Defense for Research and Engineering (OUSD(R&E)). This is an exciting position in a fast-paced environment that requires close interaction with top department leadership within the Pentagon and across the Department of Defense (DoD), including Components, industry partners, Congressional staff, academia, international partners, and associations to achieve mission goals and outcomes. Specifically, the Executive Assistant must demonstrate critical thinking to help our customers solve complex problems; manage meetings, schedules, and office operations; plan and track travel, visit requests, and increase workforce productivity through process improvement, and direct or facilitate initiatives in support of organizational goals. As the Executive Assistant to the OSC Chief Investment Officer (CIO), this position will play a critical role in ensuring seamless operations and effective decision-making within the investment team. 

This position is 100% on-site in Arlington, VA.  Situational telework may be approved as mission dictates. 

Job Responsibilities:

  • Maintain a highly responsive posture to Office of the Chief Investment Officer (OCIO) communications and taskings to include meeting and information requests and items requiring coordination or decisions.
  • Serve as the primary point of contact for the OSC office in Crystal City responsible for daily office duties and responsibilities. 
  • Arrange for appropriate conference rooms/facilities and prepare meetings in accordance with acceptable protocol and security procedures including passing security clearances to external parties, a requested.
  • Identify and submit supply and work orders to ensure office facilities remain fully functional and operational.
  • Submit systems access and equipment requests.
  • Submit all Standards of Conduct Office event attendance requests to the DoD Office of General Counsel.
  • Manage and align extensive executive schedules across multiple calendars, coordinate visit requests, and de-conflict events for senior-level principals. 
  • Assist with special event requirements such as time and place, location, duration, number of attendees, security requirements, and travel arrangements.
  • Assist government personnel with domestic and international travel to accomplish mission requirements efficiently using the Defense Travel System (DTS) in compliance with the Joint Travel Regulations (JTR).
  • Review and route senior-level executive correspondence, ensuring compliance with established DoD correspondence standards.
  • Gather information; articulate, analyze and solve problems; visualize and present information; and provide recommendations and decision support to achieve mission outcomes.
  • Facilitate team onboarding activities, such as submitting systems access and equipment requests.
  • Assist with various administrative duties as assigned by the Chief Investment Officer to include, but not limited to:
    • Creating, updating, and maintaining a variety of documents, spreadsheets, and trackers
    • Summarizing lengthy emails, distilling them into concise action items for the CIO or relevant team members
    • Provide recommendations based on context or priorities
    • Coordinate follow-ups and track outstanding tasks
    • Prepare meeting agendas, collate relevant materials, and ensure timely distribution
    • Attend meetings, take notes, and capture action items for follow up
    • Draft, edit, and proofread correspondence, reports, and presentations
    • Ensure all documents adhere to proper grammar, formatting, and OSD standards
    • Maintain an organized filing system for easy retrieval of critical information
    • Anticipate and proactively identify critical tasks
  • Handle sensitive information with utmost confidentiality and exercise discretion when communicating on behalf of the customer.
  • ·   Collaborate with cross functional teams to ensure seamless execution.

Qualifications

Education and Experience Qualifications:

  • Bachelors degree and six (6) years of experience; Masters and four (4) years or more experience.
  • Specialized experience including military or industry executive assistant experience may be substituted in lieu of degree
  • ACEA or PACE certification desired 

 Required Clearance:

  • Active Secret clearance required to start
  • Must be able to obtain and maintain a TS/SCI
  • US Citizenship required

Required Skills:

  • Excellent interpersonal and organizational skills, motivated, and detail oriented 
  • Strong critical thinking, problem identification/resolution skills, flexibility, initiative, and a proven ability to communicate and work with senior executives efficiently and effectively (to include experience interfacing/communicating with senior executive leadership in government or industry)
  • Strong sense for task or issue priority in the context of greater organizational objectives and relationship
  • Strong experience in writing/editing polished and professional memos and correspondence
  • ·    Excellent grammar and computer skills in MS Office (Word, Excel, PowerPoint) and Google Workspace (Sheets, Slides, Docs)

SAIC accepts applications on an ongoing basis and there is no deadline.

Covid Policy: SAIC does not require COVID-19 vaccinations or boosters. Customer site vaccination requirements must be followed when work is performed at a customer site.