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Executive Assistant to Senior Leadership

2 months ago

Arlington, Virginia, United States QinetiQ Full time

Company Overview

QinetiQ is a premier organization comprised of exceptional professionals dedicated to advancing cutting-edge technology and products in robotic and autonomous systems, ground operations, soldier support, and maritime solutions across over 50 global locations. Our contributions significantly enhance innovative research in sensor science, signal processing, data integration, artificial intelligence (AI), machine learning (ML), and augmented reality (AR).

Our specialized teams in defense, aerospace, security, and related sectors collaborate to uncover new strategies for safeguarding the American Warfighter, Security Forces, and Allies. Being part of QinetiQ means playing a crucial role in the safety and security of our global community. By partnering with our clients, we strive to save lives, mitigate risks to society, and uphold the essential global infrastructure that we all rely on.

Why Consider QinetiQ?

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 novel solutions to complex issues. In our inclusive and diverse atmosphere, you can be genuine, feel appreciated, be respected, and achieve your full potential. QinetiQ 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 fostering your success in both your professional and personal endeavors.

Position Overview

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

Key Responsibilities

  • Deliver a complete range of executive-level administrative assistance, 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 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 per OSD and federal records disposition schedules.
  • Track weekly work and 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 in 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 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 involve delivering presentations.

Preferred Qualifications

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

Company EEO Statement

Accessibility/Accommodation:

QinetiQ 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.