Executive Administrative Assistant

3 weeks ago

Washington Navy Yard, United States Tarzanegy LLC Full time

Tarzanegy, LLC and our partner ITMS, Inc. is seeking an Executive Administrative Assistant to support our DOD client. The position is a temporary government contract position for 6 months and will provide onsite administrative support for Naval Facilities Engineering Command (NAVFAC) Headquarters, Public Works Business Line, 1322 Patterson Ave, SE, Bldg. 33, 1st floor at the Washington Navy Yard, DC 20374-5065.

**Duties/Responsibilities**
- _**Executive Support**_ - Responsible for screening and responding to telephone calls from other SES members, senior Navy and Department of Defense leadership and their staffs. The holder of the position will maintain The Chief Management Officer’s calendar daily, following-up on scheduled meetings, print and compile briefing documents, and arrange transportation when/if needed. Specific day to day tasks may require screening and responding to visitors and incoming correspondence, and referring calls and visitors to the appropriate staff, responding to requests for information concerning office procedures, and controlling all incoming and outgoing correspondence in a timely manner, determining the appropriate level of staff support for all requests for information. Coordinate and plan events, meetings, conference room bookings and arrange appointments for the CMO and his staff as well as assembling established background materials as directed. The position holder is expected to perform standard clerical duties such as typing, faxing, photocopying, filing, picking up and distributing mail, receiving telephone calls and visitors, and maintaining correspondence files.
- _**Tasker System**_ - Responsible for managing and coordinating the tasker system packages received by BD and following up on due dates, ensuring all taskers are completed on time. Effort includes sending out reminders to BD Product Line Leaders and supervisors responsible for the tasker and loading responses in the tasker system accordingly.
- _**Correspondence Management Support**_- Responsible for reviewing and assigning tracking numbers and routing correspondence for front office signature IAW the Navy Correspondence Manual. Responsible for serializing/dating and copying signed correspondence and returning the original to its originator. Reviews and prepares Command instructions for front office signature. Responsible for scanning and filing electronic/hard copies into a central repository. Reviews and distributes incoming Navy Message traffic. Develops and promulgates outgoing Navy message traffic.
- _**Records & Forms Management Support**_ - Responsible for tracking records management training, conducting spot checks, and working with Command Information Office to facilitate migration of data from current repository to Microsoft 365. Attend working group meetings, communicate guidance, and help as needed during records management transition to new repository.
- _**Office Supplies and Equipment**_ - Responsible for completing and submitting all requisition requests for office supplies, printing, and maintenance for approval. Responsible for ensuring all printer issues are resolved in accordance with CIO instructions.
- _**Typing & Correspondence**_ - Type a variety of documents from draft to final version using a personal computer. These documents require the production of memorandum, reports, forms, spreadsheets, and similar material and require proofreading for grammatical and spelling errors.
- _**Management Information Systems (MIS)**_- Provide data input into various systems, i.e., Word, Excel, and PowerPoint in support of the above administrative duties. This includes maintaining the correspondence log in TRIMS (Total Records Information Management System), serializing outgoing correspondence and updating and maintaining office calendar, office recall/contact lists and leave request in MS Outlook.
- _**Travel**_ - Support Business Directorate staff in fulfilling travel needs by properly inputting travel orders into DTS and ensuring vouchers are completed and travel reimbursements are processed within 5-days of travel for all BD staff. Provide initial review and comply with special controls for SES travel. Schedule transportation through the Executive Motor Pool.

**Minimum Qualifications**
- Must be a US. Citizen.
- High School diploma or equivalent is required. College degree is preferred.
- Minimum of five years of work experience in a professional office environment.
- Intermediate skills and experience in office automation software including: Microsoft Teams, Word, Excel, PowerPoint, Outlook, SharePoint (SP), SP Online, Access, Planner, and Visio.
- Ability to read, write and speak English fluently.
- Ability to obtain a DOD T3 level background clearance with no current outstanding warrants or felony convictions.

**Physical Requirements**

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable

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