Executive Administrative Assistant

2 weeks ago

Arlington, United States Ads Federal, Inc. Full time
Job Type

Full-time

Description

Allegient Defense is a Small Business providing technically oriented services from program management to advanced systems integration and engineering. We support Government and prime system integrators with engineering and management expertise. Allegient Defense helps clients with challenging Science & Technology, Engineering Acquisition, and Program Management Mission requirements.

Allegient Defense is a leader in advanced technology research and solutions development, and we are growing quickly. We are looking for an Executive Administrative Assistant for one of our DoD clients.

General Administrative Support
  • Responsibilities include answering the phone, taking messages, routing messages appropriately, sending and receiving of FAXs, making photocopies and scanning documents
  • Perform administrative review and proof reading of documents and briefings for proper spelling, format, and grammar, against provided templates. This includes but is not limited to memos, materials for public release, agendas, planning documents, and other documents;
  • Coordinate and assist in execution of meetings, workshops, and events (in-person, virtual, or hybrid) with both internal and external participants, to include but not limited to scheduling, creating and distributing agendas, collecting briefings and documents from participants, invitational travel orders, set-up, hosting (shall be on- site support for in-person and hybrid events), escorting external visitors, meeting material preparation and distribution, note taking, meeting minute preparation, and tracking of action items;
  • Manage shared calendars and Leadership personal calendars to deconflict meetings and maintain Leadership awareness of important internal and external events;
  • Manage group email accounts and distribution groups to maintain communication across AFOSR Offices. Route tasks and action items received in group email accounts to the appropriate person for action and track applicable suspense dates; and
  • Provide Defense Travel System (DTS) authorization and voucher Non-DTS Entry Agent (NDEA) support, to include:
  • When requested, create travel authorizations and/or vouchers for AFOSR personnel in accordance with the Joint Travel Regulations (JTR);
  • When requested, create invitational travel authorizations for external personnel when AFOSR has agreed to fund the travel, draft necessary approval memo and route according to AFOSR's existing procedures; and
  • Track approved travel and notify appropriate management of the AFOSR office funding the travel (via email) when a voucher has not been submitted with five (5) days following the end of travel.

Requirements

  • 2+ years' experience in mission support, management support, and general administrative support.
  • Knowledge of and experience in monitoring programs and/or projects
  • Must be able to gather, assemble, and analyze facts, draw conclusions, plus develop and articulate solutions to complex issues and problems.
  • High degree of skill in both oral and written communication.
  • Ability to perform analysis.
  • Proven record of accomplishment with effectively organizing, directing and managing administrative team in support of a client.
  • Ability to effectively communicate at senior levels within a customer organization.
  • Associates degree required.

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