Executive Assistant

3 weeks ago

Washington, United States VT Group Full time

Overview

VTG is seeking an Executive Assistant to provide executive, analytical, management and administrative support services to the Front Office, Program Managers and their immediate staff in Washington, D.C.

What will you do?

* Assist with the coordination and integration of the daily operations. This support involves records, schedules, and correspondence

management; short and long-term planning for continuity of operations; deliverable tracking; task management and program management

assistance; and implementing and maintaining approved standard operating procedures for the program offices.
* Assist with the management and flow of information to and from; this includes collecting, analyzing, and forwarding information; reviewing issue papers, white papers, technical reports, study reports, and requirements documentation and providing recommended steps forward.
* Assist with strategic planning initiatives and business practices. Analyze existing, or planned, strategic and business processes to ensure they meet program goals and objectives. As required, provide input for presentations, white papers, or other documentation, and/or participate in meetings to share findings.
* Assist in the planning, development and execution of projects requiring organization implementation assistance to support governance of customer operations (e.g. annual Continuity of Operations (COOP), Enterprise Resource Planning (ERP)).
* Maintain and monitor weekly, daily, monthly activities and schedules to manage conflicts to ensure overall smooth program execution. Document occurrence and rationale of major meeting events (e.g. program reviews, conferences, technical reviews, milestone reviews). Document in a Technical Report the frequency of recurring meetings, locations, attendees, and whether meetings involve travel.
* Facilitate interactions between the program office and various agencies within and outside the organization. Organize and support program meetings, reviews, and conferences at contractor and government sites. Reserve conference rooms and coordinate equipment support for meetings. Assist in recommended agendas, consolidate and format documentation data, document and track action items and responses.
* Provide program administrative duties including briefings, graphic work, visual presentations, word processing, and assisting government personnel with the preparation of official responses. Prepare program documentation for dissemination including letters, memos, issue-papers, annual reports, articles for publication, and draft Naval Messages. Maintain a reference library to track and administer action items, updates to directives, the latest and in-process versions of Command and instructions, correspondence development statuses, etc.
* Assist in the development and maintenance for control of IWS Program Office correspondence. This database shall track all incoming and outgoing correspondence, and track documents for signature in an easily retrievable electronic record that includes accurate serial numbers, routing practices, and key positions in the routing process. Document information model in a Technical Report and Monitor front office program plans, and provide independent validation and verification of internal program assessments and program progress indicators. Monitor program changes, provide possible alternatives to meeting program goals, and provide program impact assessments.
* As identified by the government, coordinate and facilitate Integrated Product Teams (IPT), off-sites, working groups, and internal and external audit teams.
* Assist program offices with the organizing of government travel and the completion of Defense Travel System (DTS) documentation to include training, operation, and administration. Assist program offices with visit request forms, and enter required data into required systems. Provide account/appropriation information to support the development of travel status reporting. Forward security clearance and visit request documentation to the necessary offices.
* Maintain standard operating procedures (SOPs) for the program offices and front office, and publish to sharepoint or common library as required per requirement holder.
* Coordinate special events and awards issued on behalf of the program office as required. Support information exchange meetings

and workshops among S&T/Transition stakeholders.
* Maintain overall or master program office calendar of events as well as primary and secondary Points of Contact for each program.
* Manage inventory of office supplies.
* Maintain easily retrievable corporate information to support real-time Front Office and Direct support to Programs for programmatic planning and decision-making. Ensure corporate information has a documented data structure design, change management procedures version history, visualization, and change notifications.
* Examples include:
* President's Budget across Future Years Defense Programs (FYDP)
* Issue papers and white papers
* Assessments of programmatic impact
* Trade-off analyses
* Organization Charters
* Liaison efforts with Government and contractor organizations and personnel
* Memorandums of Understanding (MOU) and Agreement (MOA) between program offices, other organizations, other Nations
* Official Correspondence
* Official Responses to Data Queries/Calls
* Program Management Plans
* Risk Management Plans
* Operational Requirements Documents
* Business Development and Integration Models
* Communication Strategies

Do you have what it takes?

* Master's degree and 10 years of related professional experience or High School Degree and 16 years of related experience.
* Must have and maintain an active DoD Secret Clearance.

This position is contingent upon contract award

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