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Executive Administrative Specialist

2 months ago

Arlington, Virginia, United States QinetiQ Full time

Company Overview

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

At QinetiQ US, our committed professionals in defense, aerospace, security, and related sectors collaborate to discover innovative methods for safeguarding the American Warfighter, Security Forces, and Allies. Being part of QinetiQ US means playing a vital role in enhancing global safety and security. In partnership with our clients, we strive to save lives, mitigate societal risks, and uphold the essential global infrastructure.

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 unveil new solutions to complex issues. In our inclusive and diverse atmosphere, you can be genuine, feel appreciated, be respected, and realize your complete potential. QinetiQ US is dedicated to providing workplace flexibility, prioritizing the health and well-being of you and your family, and offering opportunities to work with purpose. We are committed to fostering your success in both your professional and personal endeavors.

Position Overview

QinetiQ US is in search of a Senior Level Executive Assistant to provide support to our client at the Under Secretary of Defense for Intelligence and Security (USD(I&S)). The ideal candidate will be highly motivated and 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.
  • Oversee travel arrangements for staff members and assist in developing travel reports and vouchers post-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 properly marked, filed, and retained in accordance with OSD and federal records retention 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).
  • Assist 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 in the OUSD(I&S) suspense portal, and providing security support for special access programs as needed.

Required Qualifications

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

Preferred Qualifications

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

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 your 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.