Executive Assistant to Senior Leadership

1 week ago

Arlington, Virginia, United States QinetiQ Full time

Company Overview

We are a premier team of specialists delivering cutting-edge technology and solutions in robotic and autonomous systems, ground, soldier, and maritime operations across more than 50 global locations. Our efforts significantly contribute to pioneering research in sensor science, signal processing, data integration, artificial intelligence (AI), machine learning (ML), and augmented reality (AR).

At QinetiQ US, our dedicated professionals in defense, aerospace, security, and related sectors collaborate to explore innovative methods of safeguarding the American Warfighter, Security Forces, and Allies. Being part of QinetiQ US means playing a vital role in ensuring the safety and security of our world. Together with our clients, we strive to save lives, mitigate risks to society, and uphold the global infrastructure that we all rely on.

Why Choose QinetiQ US?

If you possess the determination to tackle a diverse array of intricate challenges, you will find a distinctive work environment where innovative teams merge various perspectives, disciplines, and technologies to uncover new solutions to complex issues. In our inclusive and diverse setting, you can be genuine, feel appreciated, be respected, and realize your full potential. QinetiQ US is committed to providing workplace flexibility, prioritizing the health and well-being of you and your family, and offering opportunities to work with a meaningful purpose. We are dedicated to supporting your success in both your professional and personal endeavors.

Position Overview

QinetiQ US is in search of a Senior Executive Administrative Assistant to provide support to our client at the Office of the Under Secretary of Defense for Intelligence and Security (USD(I&S)). The ideal candidate will deliver routine administrative assistance to various principals and advisors.

Key Responsibilities

  • Deliver comprehensive executive-level administrative support, including executive secretariat functions such as correspondence management, editorial modifications, and coordination.
  • Manage leadership's daily schedules, coordinate meetings, conferences, and video-teleconferences, including taking minutes and maintaining invitations and attendee contact lists.
  • Prepare and oversee travel arrangements for staff and assist in developing travel reports and vouchers upon completion of travel using the Defense Travel System (DTS).
  • Ensure documents are formatted according to DoD standards, which may involve technical writing/editing, editorial consultation, proofreading, or overall documentation review, and that documents are marked, filed, and retained in compliance with OSD and federal records disposition schedules.
  • Track weekly work/leave status of all office personnel via the Defense Agencies Initiative (DAI) Portal or its equivalent.
  • Review, monitor, and report on the status of action item activities and products using the Correspondence and Task Management System (CATMS) and Joint Staff Action Processing (JSAP).
  • Support action officers with all required correspondence actions, including formal letters, memoranda, briefing packages, activity reports, senior leadership reports, and travel/training/personnel documents.
  • Act as the administrative point of contact for government personnel in a sensitive compartmented information facility (SCIF), which includes monitoring access, preparing and maintaining essential logistics and security requirements, answering phones, maintaining office files, tracking action items, and providing security support to special access programs as necessary.

Required Qualifications

  • A minimum of 10 years of experience.
  • Prior experience with DTS, JSAP, and CATMS.
  • Top Secret clearance with SCI.
  • Strong written and verbal communication skills, with a willingness to actively engage with colleagues, program leadership, and clients, which may involve delivering presentations.

Preferred Qualifications

  • Experience with OSD, Pentagon, or Service Headquarters staff.
  • Military experience is a plus.

Company EEO Statement

Accessibility/Accommodation:

If you require a reasonable accommodation due to a medical condition or disability for any part of the employment process, please inform us of the nature of your request and contact information.

QinetiQ US is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive equal consideration for employment without regard to race, age, color, religion, creed, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.

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