Executive Administrative Assistant

2 weeks ago

Washington, United States QualX Corporation Full time

**Job Description**:

- Provide principal administrative support to the Director of Administration and Management (DAM), Performance Improvement Directorate (PID) Officer in an office environment and maintain calendar
- Develop priorities, areas of emphasis, scope of projects, and internal deadlines based on overall mission requirements
- Conduct analysis of assigned projects, performs varied clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of an office
- Coordinate and work with the conference center to schedule and set up meetings for Town hall and ad hoc meetings
- Provide oversight of day-to-day administrative actions, including short-lead suspense assigned by senior leadership
- Review and make recommendations to leadership concerning which suspense actions to be delegated to designated personnel
- Enter and monitor suspense actions/tasks utilizing Government tools (CATMS, Microsoft Excel spreadsheets, Word documents, Power point, etc.)
- Assist senior leadership personnel in the preparation of spreadsheets and presentations by employing Microsoft products - PowerPoint, Word, and Excel
- Prepare internal memoranda and other documents for individuals within the organization and support the preparation of letters, memoranda, and other documents for individuals external to the organization
- Maintain performance metric tracking reports for senior leadership
- Create and maintain monthly reports for leadership personnel, including ad hoc reports
- Prepare materials in support of senior leadership personnel for conferences, correspondence, appointments, meetings, and telephone calls
- Compose correspondence with little to no supervision concerning administrative matters and general office policies for leadership’s approval
- Review publications, regulations, directives, and make recommendations to staff.
- Prepare special or one-time reports, summaries, or replies to inquiries by selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc. under general direction
- Assist in communicating new procedures to office administrative personnel in subordinate offices, request information needed from the subordinate office(s) for periodic or special conferences, reports, and inquiries
- Answer phones and inquiries for senior leadership, maintain office calendar, establish meetings, take minutes of meetings, and organize and maintain a centralized filing system
- Provide back up support to the Director, Deputy Director and Assistant Directors, PID, when required
- Maintain the calendar for the conference rooms and provide support for the conference rooms by assisting with technology set-up prior to all scheduled meetings. The technology includes the Video Telecommunications (VTC) equipment, conference call equipment and bridge line technology.

**Job Requirements**:

- Active Department of Defense (DOD) Secret clearance (upgradeable to Top Secret)
- CATMS experience preferred
- Bachelor’s degree in related field and/or relevant military experience
- Ability to collaborate with team members and work independently to identify and create solutions for issues surrounding program and personnel management

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