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Executive Administrative Support Specialist

1 month ago

Bethesda, Maryland, United States General Dynamics Information Technology Full time
Job Summary

We are seeking an experienced Executive Administrative Support III to join our team at General Dynamics Information Technology. This role will provide administrative support to senior executives and serve as a critical component of our nation's safety and security.

Key Responsibilities
  • Serves as primary Point of Contact (POC) for the office and provides administrative support to 1-2 designated SEs by performing a variety of complex and routine administrative duties in compliance with written and oral guidance and policies.
  • Interacts with high-ranking officials within the agency and throughout the IC, the Congress, the White House, and the private sector.
  • Prepares, contributes and/or provides substantive review of an extensive volume of written and oral materials.
  • Performs multiple critical and time-sensitive tasks simultaneously.
  • Coordinates with component divisions to assure alignment with key component priorities within ODNI and the IC.
  • Oversees and coordinates with component staff the development of read-ahead materials and briefing books to prepare senior executives for meetings, conferences, and other public events.
  • Plans, develops, and provides substantive briefings, presentations, reports, and other materials to inform senior leadership and other stakeholders on topics of interest.
  • Vets incoming correspondence, key issues or topics, and follows up to ensure proper and timely response.
  • Maintains a schedule of appointments that involves determining the importance of issues for each meeting and following protocol procedures for contacting principals.
  • Assists with timekeeping and updating HR systems by serving as element Timekeeper.
  • Prepares regular (e.g., weekly) status reports to keep the SE apprised of important issues.
  • Prepare meeting agendas, record meeting minutes, noting those actions that require follow-up, and disseminate to element staff, and other recipients for awareness and/or action.
  • Track incoming tasks actions and update element task action tracking systems.
  • Arrange domestic and foreign travel, compose travel cables and assist with processing travel vouchers.
  • Assist in coordinating project/events, including planning and coordinating multiple presentations, disseminating information, and organizing team events.
  • Prepare to host visitors, coordinate parking, pass security clearances and escort uncleared visitors.
  • Update and maintain records, files and other documents/materials (electronic or in hard copy).
Requirements
  • Position requires active Top Secret/SCI with Polygraph clearance.
  • Minimum two (2) years of experience working within the IC.
  • Bachelor's degree and a minimum of eight (8) years of relevant experience as an administrative professional; or a minimum of twelve (12) years of relevant experience as an administrative professional.
  • Excellent oral and written communication skills and demonstrated experience in writing/editing correspondence and briefings for senior executives.
  • Demonstrated ability to manage the workflow of multiple critical issues within a continuously adapting schedule.
  • Expert proficiency with MS Office products (Word, Excel, PowerPoint, Publisher, Outlook).
  • Demonstrated excellence in diplomatic, organizational, time management, critical thinking, and interpersonal skills.
Desired Qualifications
  • Demonstrated ability to develop a professional network across organizational boundaries and at all levels.
  • Ten (10) years of progressively senior administrative expertise working directly for management at the CEO, SIS/SES/SNIS, VP level.
What We Offer
  • 401K with company match.
  • Comprehensive health and wellness packages.
  • Internal mobility team dedicated to helping you own your career.
  • Professional growth opportunities including paid education and certifications.
  • Cutting-edge technology you can learn from.
  • Rest and recharge with paid vacation and holidays.