Senior Administrative Assistant

2 days ago

Chantilly, Virginia, United States Systems Planning and Analysis, Inc Full time
Job Title: Senior Administrative Support Specialist

Systems Planning and Analysis, Inc. (SPA) is seeking a highly skilled and experienced Senior Administrative Support Specialist to join our Rushmore FOS team supporting the Mission Integration Directorate Front Office Group (MID/FOG).

Job Summary:

The successful candidate will provide executive administrative support to the Director, Principal Deputy Director, Deputy Director, Chief of Staff (CoS) and Technical Director of MID, including managing their calendars, schedules, and travel. The ideal candidate will have a strong background in administrative processes for DoD, IC, and NRO office communications and IT equipment.

Key Responsibilities:
  • Provide executive administrative support to senior leadership, including managing calendars, schedules, and travel.
  • Independently operate and interact with various DoD and IC agencies to coordinate complex executive meetings and conferences.
  • Have a strong background in administrative processes for DoD, IC, and NRO office communications and IT equipment.
  • Support, manage, and monitor incoming and outgoing electronic and physical communications on behalf of senior leadership.
  • Place, answer, screen, direct, and refer telephone calls to the appropriate personnel and follow up on all messages to ensure adequate resolution of issues or concerns.
  • Create presentation materials for various audiences and be responsible for associated documentation.
  • Manage the workflow of critical issues within a continuously changing schedule and provide support for special projects.
  • Track and monitor ongoing MID projects and initiatives as directed.
  • Maintain an efficient Front Office (FO) environment.
  • Prepare VIP visits by initiating or passing any needed security clearances through the NRO Visitor Request system.
  • Submit badging system requests and escort visitors as needed.
  • Make travel arrangements and process travel accountings for senior personnel, including making and submitting passport and visa requests, making and submitting plane, hotel, and/or car reservations, completing or giving guidance on travel accountings, preparing, coordinating, and monitoring correspondence with the office(s) at the travel destination point(s) and any other offices involved in subject travel, and sending clearance requests for travel certifications as required.
  • Initiate and track all FO acquisition requests to arrange for the purchase of administrative supplies.
  • Perform back-up administrative duties across MID as needed.
Qualifications:
  • Active TS/SCI with Polygraph
  • 4+ years of relevant functional administrative/executive assistant experience
  • High School Diploma or GED Equivalent
  • Working knowledge of Microsoft Office Suite of products to include Outlook, Word, and Excel
Desired Qualifications:
  • Ability to operate and perform in a Multi-Tasking Environment
  • Able to interact in a professional manner with senior leadership across all levels of government and industry
  • 9+ years of experience in a related discipline
  • 5+ years of NRO experience (or IC Equivalent)

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