Exec Admin Assistant

2 weeks ago

Arlington, United States Mlt Systems Full time

At MLT, we create solutions by empowering our people to fulfill their passion for service. In support of Headquarters, Marine Corps, Programs & Resources, we are seeking an Administrative Assistant Lead with experience in supporting DOD Federal programs; knowledge of policy/principles/organizational protocols.

Directly supports Senior Managers with executive secretarial support services, including the preparation of correspondence, reports, meeting agendas, action items, memos, charts, presentations, tables, graphs, etc. Position requires excellent written/oral communication skills; working knowledge and ability to perform detail-oriented work under strict deadlines are required. Directs the classification, indexing, cataloging, and storage of confidential and critical information from multiple sources. Advises, manages, and mentors personnel assigned to administrative function. Works collaboratively with technical professionals in writing, editing, and publications of various types of documents (e.g., Memorandums, Routing packages, PowerPoint Presentations). Tracks and monitors flow of all documents from inception to distribution of final copies. Identifies and corrects problem areas as they arise. Provides final quality assurance check for all document deliverables. The specific requirements and tasks may include, but are not limited to the following:

- Administrative Assistance Support: Assist day to day administrative functions and operations of the office. Ensure effective communications across all program areas to include: coordinating and submitting the daily muster, submit visitor requests, manage executive calendars, schedule, and provide support during meetings, facilitate teleconferences, assist with IT inventory, troubleshoot various IT issues, maintain office supplies, and deliver burn bags to the drop off facility.
- Calendar Coordinator: Schedule meetings and briefs for Branch Head and Deputy Branch Head with internal staff members and external stakeholders. Ensure shared calendars for phone lines, Teams, and meeting space reservations are properly functioning.
- Document Routing Coordinator: Intake and route to the designated reviewing official information papers, decision memorandums, trip reports and other correspondence packages routed to Senior executives and supporting staff. Manage task inbox for all routed correspondence.
- Facilities Maintenance Personnel Access Facilitator: Facilitate office inspections by the Fire Marshall, Cyber Security, and other facilities maintenance personnel by ensuring they have the access they need and can reach out to the appropriate P&R personnel for questions.
- Official Guest Planner: Coordinate the arrival of official guests for meetings with internal and external stake holders. Maintain a visitor log to ensure accountability of guests at all times.
- Public Communications Coordinator: Operate an intake call desk service to route each call to the appropriate personnel or provide accurate information for basic non-sensitive organizational information.
- Personnel Onboarding and Termination Coordinator: Provide on-boarding and departure support of RFA personnel to include military, civilian and contractor support to include common access card (CAC) issuance and collection, building access/orientation, network/systems access, and other related tasks. Assist with Welcome Aboard package distribution and arrival planning.
- Office Supply Inventory Manager: Assist with the procurement of office supplies and track the inventory of office supplies and equipment. Maintain an accountability log for RFA information technology and other high dollar assets and conduct monthly accountability inspections.

**Education/Experience**:
A High School diploma with six (6) years of progressive professional administrative experience in performing lead administrative duties. Must have at least a minimum of four (4) years of specialized experience using commercial automated word processing (e.g., Microsoft Business Suite). Position requires ability to obtain and maintain a Security Clearance.

**Specific/Preferred Requirements**:

- Capable of storing and managing files on SharePoint.
- Excellent communication and time management skills; proven ability to prioritize and meet deadlines.
- Ability to function well in a high-paced environment; performs additional duties as assigned by senior executives.
- Required experience with the following systems: Microsoft Suite; Outlook, Word, Excel, PowerPoint, Adobe Pro, Teams, SharePoint.
- Required experience with Common Access Card(CAC) forms and processes.
- Preferred qualifications include experience with Naval and Marine Corps Correspondence; Defense Information Systems for Security (DISS) and Security processes.

**Physical Demands**:
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the d

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