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Executive Administrative Coordinator

1 month ago

Washington DC USA, United States STITech Inc Full time
Job Title: Joint Staff Administrative Coordinator

Solutions Through Innovative Technologies, Inc. (STI-TEC) is a leading provider of professional business and information management services. Our comprehensive portfolio of services helps government and commercial clients identify, manage, distribute, and improve business processes related to their most valuable resource: information.

Job Summary

The Joint Staff Administrative Coordinator is responsible for managing day-to-day operations, answering phones, and ensuring messages are taken and acted upon when leadership is unavailable. This role also involves greeting visitors, drafting, reviewing, staffing, filing, and updating various documents, including memorandums, papers, presentations, and meeting minutes, briefs, and reports.

Key Responsibilities

  • Manage the Joint Staff calendar, tracking daily schedules, and de-conflicting calendar and schedule
  • Document calendar events in Outlook and SharePoint calendar locations and notify leadership of events and meetings
  • Provide packages, read-aheads, slides, and agendas for meetings/conferences/events at least 48 hours prior to the meeting start time
  • Attend and facilitate classified and unclassified senior-level visits, Joint Staff leadership-hosted meetings, and Joint Staff leadership-hosted conferences
  • Perform all required activities to maintain information security, including completing applicable documentation for securing approved containers for classified documents, scheduling and auditing daily security checks, and reporting any deficiencies
  • Help establish and support processes used to support all Joint Staff activities
  • Understand the mapped workflows of utilized business processes used by the Joint Staff
  • Support the maintenance of standards of practice and other policy/procedure guides used by the Joint Staff
  • Effectively communicate and coordinate with stakeholders in the process
  • Identify and address process problems promptly and follow through to ensure corrective or recommended process updates are effectively implemented
  • Generate and maintain reports (routine, ad-hoc, and customized) and status updates, including interaction between designated decision support tools and stakeholders
  • Serve as a site administrator and maintain and regularly update Branch and Program level SharePoint and Intelink pages (NIPR and SIPR) or other ADRs
  • Support tracking functions of various JCIDS and Joint Staff products and processes
  • Liaise and coordinate with various Joint Staff leadership, Joint Staff Directorates, and interagency entities for planning and executing internal and external meetings, conferences, and special events
  • Perform supply management duties, including keeping track of Joint Staff/Joint Command supply requirements/stock and consolidation and coordination through the Joint Staff Support Services Office for Joint Staff/Joint Command supply orders

Requirements

  • Bachelor's degree from an accredited college or university in a task order-related area and at least 5 years of task-relevant experience or Associate's degree in a task order-related area and at least 8 years of task-related experience
  • Comprehensive knowledge of Microsoft Office Suite
  • Experience facilitating the conduct of meetings, conferences, working groups through efficient synchronizing and maintenance of calendars, correspondence, and analytic products
  • Ability to ascertain suitability for executive-level attention, compliance with established processes and procedures, and ability to manage multiple tasks and demands simultaneously
  • Able to support scheduling and conduct of secure and unclassified teleconferences, video conferencing, and correspondence dissemination
  • Must possess active Top Secret clearance
  • US Citizen