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Action Officer

3 months ago

Arlington, United States Aretum Full time

ARETUM, a leading government contracting company specializing in technology-enabled mission support services, is seeking a highly motivated and detail-oriented professional to join our team as an Action Officer. In this role, you will provide critical support to our clients by managing and coordinating various administrative tasks and ensuring the smooth flow of information and communication within the organization.

ARETUM is known for providing cutting-edge solutions and outstanding service to Federal clients in various sectors, including Next Generation Analytics, Engineering Services, Training Services, IT Systems, Cyber Security, PMO Support, and Financial Consulting. Our mission is to deliver technology-driven solutions that meet the unique needs of our government clients, enabling them to achieve their objectives effectively and efficiently.
Responsibilities

  • Provide administrative and logistical support, including pre-meeting coordination and post-meeting follow-up, support participation for meetings and events as requested (notetaking, development of summary of conclusions, etc.), support international engagements, committee meetings, workshops and/forums or working groups; Develop and prepare daily binders to support leadership's schedule, engagements, background information, and other need to know items/details
  • Submit and confirm visitor access requests on behalf of leadership when attending meetings at other locations; Submit and confirm visitor access requests for visitors arriving to the organization; Arrange to obtain clearance approval for the visitors and on behalf of AD/Deputy AD through the Security Office and meeting location security procedures; Escort visitors as required/needed
  • Support with emergency planning and continuity of operations preparedness
  • Provide calendar management, scheduling assistance and facilitate meeting requests for Leadership; Proactively coordinate and manage responses between AD/Deputy AD and Mission Line leadership; Coordinate on a daily basis with the AD and D/AD to manage schedule arrangements while identifying conflicts on a daily, weekly, and monthly basis to recommend strategic conflict resolution proposals, remaining diligent and pro-active in reserving meeting times, blocking travel time and work blocks, and reaching out to meeting participants for availability or when changes arise; Handle the booking and reservations needed for meeting and conference room space and coordinate teleconferences/Teams meetings logistics and in room setups
  • Provide travel support in making and confirming all travel arrangements/reservations, to include pre-authorization and coordination with the AB Team, as well as completing all administrative actions necessary in the official government travel system (CONCUR); Understanding of and familiarity with the CONCUR system is preferred but not required; Provide and confirm official travel arrangements, prepare vouchers, and complete reimbursement actions upon return from travel; Provide any additional subject matter expertise regarding federal travel regulations as it relates to the travel/trip; Coordinate arrangements and logistics with other/additional travelers; Develop and prepare a travel binder/itinerary to support leadership's schedule, engagements, background information, and other need to know items/details
  • Advise and assist in the development of standardized policies, processes, and procedures, as well as coordinate implementation and execution of updates; Document and maintain knowledge management repositories to include, but not be limited to, Standard Operating Procedures (SOPs), Priority Process Trackers, AD/Deputy AD Schedulers, Strategic Planning Documentation, and other process improvement tools, templates, and solutions
  • Coordination and management of organizational reports, nightly roll-up tracking, leadership actions/decision points, staffing updates, meeting notes/documentation, supporting project management efforts, etc. organization strategic and priority efforts
  • Manage and track action items/leadership decisions on behalf of AD/Deputy AD; Track and report on general status of tasks directed by DHS organizational leadership, to include estimated and expected deadlines and planning and development timelines required; Track milestones, accomplishments, and mid-way points through to completion; Provide leadership with status updates, reminders, risks, and concerns, etc. via a Task Tracker Report
  • Develop and maintain relationships across CSD and CB; Coordinate and collaborate across all subdivisions as needed; Coordinate, collaborate, and foster amicable working relationships across all Mission Lines/Programs; Understand and identify key POCs to ensure the organization is compliant on all Leadership asks, data calls, reporting requirements, etc. and respond in a timely and coordinated manner
Requirements
  • 7-10 years' experience with BS Degree in a related field like Business Administration, Organizational Management, or Management Studies
  • Strong comfort level with MS Suite including MS Word, Excel, PowerPoint, Visio, Outlook, and SharePoint
  • Capable of building out briefings to keep senior management aware of status and updates
  • Able to perform basic data analysis and organization using Excel
  • Strong writing skills, able to effectively write and perform basic editing functions to build documents in a preferred format
  • Comfort level using SharePoint to organize and access data
  • Able to undergo and be accepted for DHS suitability and maintain that throughout the contract (current clearance is preferred but not required)
  • This position hybrid, but mostly remote (this in turn requires a self-starter who can work independently to get things done with little oversight)
  • Must be a US Citizen
Preferred:
  • Prior background in an executive administration role like a chief of staff, administrative officer, or assistant/analyst to senior executive management (e.g. CEO, CFO, Vice President/Director)