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Executive Assistant

3 months ago

Springfield, Virginia, United States GAP Solutions, Inc. Full time

Executive Assistant

Active Top Secret/SCI - SCI upgrade available for those that require it

Position Objective:

GAP Solutions is seeking an EA to support a variety of NGA offices. The EA position requires highly experienced administrative support. An EA is expected to offer a combination of proven experience and expertise to independently support a customer office with a broad range of administrative activities. The EA independently accomplishes demanding and challenging administrative tasks that are routine and involve high levels of complexity. An EA is expected to independently handle multiple tasks with competing priorities.

Duties and Responsibilities:

  • Support administrative requirements at the mid- to upper management levels of an office.
  • Maintain executive calendars in Microsoft Outlook to include scheduling meetings as requested, sending meeting invites to requested attendees, reserving conference rooms, setting up Video Teleconference (VTC) or WebEx connections, deconflicting meetings and prioritizing meetings based on executive priorities.
  • Independently anticipate and provide responsive administrative support to facilitate completion of all organizational mission requirements. This will require executing a broad range of administrative responsibilities with some tasks occurring routinely and/or on an "ad hoc" basis per real-time needs of the office.
  • Provide the office with a centralized source of administrative expertise and guidance, which ultimately affects the success of the mission.
  • Independently apply mature and objective judgment to determine best approach and course of action to take in both routine and non-routine administrative situations. This will require accurately interpreting and adapting guidelines, policies, precedents and practices that are not always completely applicable to a changing situation.
  • Support office discussions regarding the organization's administrative business rhythms and contribute recommendations as necessary. Specifically advise office leadership and management on the administrative implications of additions, deletions, or changes to the varied functions of the organization.
  • Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence and other offices, etc. under general directives with minimum assistance and/or guidance.
  • Create workbooks (e.g., read-ahead, staffing, continuity, standard operating procedures) for leadership planning and/or to support execution of leadership responsibilities and office administrative business rhythms.
  • Support the office with development of guidance, procedures and/or policies relative to facilitating administrative activities of the organization. These functions may include training/travel budgets, suspense systems, space planning, personnel management, record management, logistics support, asset tracking, etc.
  • Assist subordinate administrative assistants on new procedures; request information needed from the subordinate offices for periodic or special conference, reports, inquiries, etc.
  • Strong working knowledge of Microsoft Office applications. To include, managing calendars in Outlook and responding to emails; building/updating PowerPoint briefs, Excel files and Word documents.
  • Ability to work within an organization's chain of command and interact appropriately with individuals at all levels, including those at very senior levels.

Basic Qualifications:

  • Active Top Secret/SCI clearance required. TS SCI eligibility is required but candidates with Top Secret clearances may still be considered.
  • Bachelor's degree in General Business Administration or related field with minimum 4 year of Administrative experience OR

Associate's degree in General Business Administration or related field with minimum 6 year of Administrative experience OR

High School Diploma with minimum 8 year of Administrative experience.

  • Experience with the Defense Travel System (DTS), knowledge of the Federal Travel Regulation (FTR) and Joint Travel Regulation (JTR).

Minimum Qualifications:

  • TS/SCI with CI Polygraph desired. May be subject to a CI Poly at request of Government.
  • Strong teaming and collaboration skills that foster office unity and cohesiveness in support of completing office administrative requirements.
  • Capable of independently handling a large, complex workload, effectively coordinating multiple resources, and multi-tasking in a fast-paced environment having competing priorities.
  • Produce professionally written emails, letters, documents, and other material that is succinct, coherent, uses proper tone, demonstrates proper grammatical use of the English language, and presents proper format/form per established corporate/office guidance.
  • Articulate and exchange information (i.e., requirements, actions, needs, status, etc.) in a professional tone and attitude to achieve efficient business rhythms.
  • Excellent communication skills both verbally and written.
  • Proficient at Microsoft Outlook and Word.
  • Prior DOD and/or NGA experience working in a related field.
  • Prior experience working with the military and understanding of the services.
  • Proficient working knowledge of the following applications:
  • PeopleSoft
  • PRISM
  • NGA Central Electronic Routing and Tasking System (N-CERTS)
  • SharePoint
  • Management and Execution Tracker (MET)
  • Ability to schedule, coordinate, set-up, and operate NGA Video Teleconference (VTC) equipment.
  • Overseeing office spend plans for travel, supplies and awards
  • Prior experience with presentation techniques
  • Possesses a working knowledge of the NGA internal coordination and approval processes.
  • Working knowledge of Microsoft Excel and Access
  • Working knowledge of Sharepoint
  • Proficient with NGA correspondence manual
  • Working knowledge of NGA's Record Management requirements
  • A working level understanding of NGA corporate processes