Senior Executive Assistant

3 days ago

Arlington, United States Heartland Consulting Full time

Duties

The contractor shall provide specialized secretariat and administrative support to perform a full range of support functions to support an organization's leadership. Interaction with general officers (or equivalent) and industry executives regarding contracting matters will occur. As such, the contractor shall be familiar with military customs and courtesies, have strong oral and written communication skills, and have an understanding of the government process.

  • Manage calendars. Maintain up-to-date calendars for the organization's leadership,
  • Plan, Coordinate, and Organize Events. The contractor shall secure facilities (on site and off site) prior to event by coordinating with the conference room coordinator or applicable office/agency. Submit all presentations in requested format by supported staff within the prescribed time frame.
  • Field Calls and Visitors. The contractor shall respond to telephone calls, take messages when appropriate, and direct callers or visitors to requested government staff. Plan and coordinate conference and office visits with distinguished visitors to the Air Force.
  • Staff & Administer Documents. Prepare and develop correspondence, reports, memorandums, presentations, ready- to-send (RTS) emails, and other forms of communication for distribution across the organization.
  • Review correspondence requiring the Director's (or designee's) signature for correctness, conformance to procedural and regulatory instructions, as well as perform quality checks for grammar, typographical errors, and necessary attachments. Properly monitor and track correspondence as required to ensure that all assigned suspense requirements are met. Performed quality control reviews of reports and documents, ensuring high quality correspondence.
  • Distribute correspondence to all individuals in accordance with approved guidelines and processes. Search and retrieve documents from databases and files as requested and provide limited research to assigned staff as necessary. Prepare and coordinate documents for review and distribute as necessary.
  • Distribute meeting documents and post meeting minutes, as necessary to participants.
  • Maintain assigned files and record systems in accordance to approved guidelines.
  • Maintain and track daily work schedule and responsibilities for the Deputy and Assistant Deputy.
  • Assist with the management the Defense Travel System (DTS) for the organization and use DTS as trained and directed to accomplish travel authorizations and vouchers. Approval of orders and vouchers will be completed by the Government.
  • Create the organization's budget documents using budget documentation training as required and trained to assist in documents required for budget submission as applicable.
  • Manage the organization's Task Management Tool (TMT) (or other task management system) using the format outlined in the organization's operating instructions and TMT training and instructions. Decision authority for any TMT tasks will remain with the Government.
  • Manage 2 Letter workflow mailbox and TMT for issues and tasking's and assign tasks to the appropriate Directorates and other 2 Letter Agencies for coordination. Provide weekly emails to all stake holders on Monday of each week for all tasks due the current week. By Close of Business (COB) every Friday will prepare status slides for use during staff meetings. Decision authority for any 2 letter workflow mailbox and TMT tasks will remain with the Government.
  • Check TMT for new tasks daily and ensure new tasks are properly and timely assigned within 24 hours.
  • Assist with the management of Commanders and By Law programs. Prepare status slides for the programs to use in Weekly or Bi Weekly staff meetings.
  • Help with tracking and staffing Officer and Enlisted Evaluations (OPR/EPR) along with Officer Promotion Recommendation Forms (PRF). Assist with the preparation of Military and Civilian decorations requiring the Principal or Deputy's signature.
  • Provide assistance with Video Tele Conferences (VTC), Share Point page and Air Force Portal page updates. Will review organizations share point and portal pages quarterly (3mos) to update any outdated material.

Qualifications:

  • Bachelor's degree in business, office administration, or related field
  • 3 years of experience supporting DoD Headquarters or Federal Headquarters level staff
  • 1 or more years of experience using DTS
  • 1 or more years of experience using USAF TMT
  • Active Secret Clearance

Heartland Consulting is an Equal Opportunity/Affirmative Action Employer of individuals with disabilities and veterans. We are proud to state that we do not discriminate in employment decisions on the basis of race, color, religion, sex, national origin or disability status. We E-Verify all employees.

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