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Executive Assistant, Senior
3 months ago
Founded in 1995, ESN is a Small Disadvantaged Business (SDB), Service-Disabled Veteran-Owned Small Business (SDVOSB) and Veteran Owned Small Business (VOSB). ESN delivers trusted solutions that support our nation's defense. For more than two decades, we have been providing our military and government customers with mission-critical services including engineering and technical support, strategic and program management, testing and evaluation, operations support, and information technology. We are committed to proven, repeatable corporate quality management processes and are certified CMMI Maturity Level III - Services & ISO 9001:2015.
We are seeking an Executive Assistant, Senior
This job is located on-site at the Washington Navy Yard, Washington, DC.
Work Remotely No
Duties & Responsibilities:
- You will assist the Executive Directorate with monitoring, updating, and managing their calendars, schedule appointments and meetings based upon knowledge of workload and matters of current importance.
- You will assist with organizing conferences and meetings (recurring and non-recurring) including coordinating time, location, attendees, and logistical requirements.
- You will arrange schedule of events, and notify directorates involved when there are visitors to the command as well as requesting audio-visual support for scheduled briefs, and ensuring equipment is set up when needed.
- You will assist in the review, coordination, and completion of administrative actions that require the Chief of Staff's (CoS) approval.
- You will review and ensure these actions from across the staff are accurate, completely reviewed, and consistent with CoS's policies and objectives.
- You will prepare and submit travel authorizations, ensuring that travel and lodging, and commercial transportation accommodations are arranged accordingly, also preparing and submitting travel vouchers supporting the CoS.
- You will maintain the Chief of Staff Tasker system on portal and monitor all action items and inform for the Directors on status when requested.
- You will review incoming correspondence designated for the Executive Directorate and coordinate action items, correspondence, and requirements with staff members.
- You will ensure that directors and special assistants are notified of commitments made by the Executive Directorate and that these commitments are implemented.
- You will respond to incoming correspondence, regulation directives and screen correspondence to determine which items they can be personally complete and which items require attention of other department members.
- You will provide a variety of administrative support essential to the operation of the Executive Directorate, to include civilian/military personnel administration, physical and data security, and general administrative management functions.
- You will greet command visitors including high-ranking military officers and civilian members and verify appropriate security measures are in place ( e.g. JPAS, security badge, etc.)
- You will assist the Protocol Officer in the set-up and arrangement for distinguished visitors, meetings, briefs, and conferences.
Qualifications:
Specialized experience must demonstrate the following:
- Experience providing travel management support functions (i.e. input for fiscal year travel budget, preparing orders, scheduling travel, making travel arrangements and verifying travel vouchers, per diem and allowance policies, foreign entry, etc.) utilizing the Defense Travel System (DTS) and according to DoD Joint Travel Regulations
- Experience coordinating, managing, and administering complex and sensitive administrative duties in support of upper-level management to include scheduling, task management and correspondence.
- Experience utilizing MS Office Suite (Outlook, Word, Planner, PowerPoint, etc.) and the Command Tasker System (CTS) for scheduling and monitoring management and staff activities and to produce office correspondence i.e., reports, charts, spreadsheets, coordinating meetings, briefings, and conference notes in compliance with the Navy Correspondence Manual.
- Experience establishing administrative priorities including maintaining effective records and administration files for a department or organization, Status of Positions, Awards, Etc.).
- Experience with coordination and protocol guidance and assistance in relationship to distinguished visitors or ceremonies involving the Commanding Officer, Executive Officer, and Executive Director including setting up meetings, scheduling conference rooms and basic security measures for distinguished visitors.
Security Clearance:
- Must hold an active Department of Defense (DoD) SECRET clearance.
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