HugoNet
Clearance: This position requires an active Secret security clearance. Must be a U.S. citizen.
Job Type: Full time employment + benefits
Location: Arlington, VA (Pentagon)
Overview
We are recruiting for an Executive Assistant to join our team of talented consultants providing professional services to support the Department of Defense, Office of the Secretary of Defense.
Responsibilities
The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.
- Manage daily Front Office activities and maintain a professional work environment by knowing and following Senior Executive Service (SES) protocols
- Plan and schedule meetings, receive visitors, and interact with the public through a customer-service, detail-focused, adaptive, and proactive approach in a fast-paced DoD organization
- Independently and proactively transmit information, obtain and assemble data, prepare and review presentations, communicate inside and outside of the directorate, and deconflict calendar and event scheduling
- Integrate support activities to ensure leadership is prepared for meetings and engagements on a routine basis and in a timely manner. Process incoming requests and communications, including taskers and emails, to appropriately triage, address, and record internal and external correspondence and route communication to the appropriate individual in the office for response and action
- Directly manage, maintain, and synchronize complex calendars and schedules of executive personnel. Proactively manage executive calendars with attention to accuracy, detail, and allocation of time to promote productivity. Recognize the need to resolve conflicts, orchestrate change, and reprioritize as appropriate
- Author, review, and edit drafts of notes, internal memoranda, and official correspondence. Track and maintain visibility on taskers and open actions based on inputs and guidance from senior staff in the office. Maintain performance metric tracking reports for senior leadership
- Answer and maintain telephonic communications, to include taking messages and referring calls to the appropriate individual or office within the organization Interface with guests visiting the organization. Greet and escort high-level officials
- Ensure Front Office is presentable for senior defense officials. Remedy facility concerns and maintain adequate stockage of office supplies
- Support the office’s security administration through facilitating security clearances and visit requests for personnel and visitors.
- Maintain electronic copies, and paper copies as directed by the Government, of all office documents such as letters, memoranda, reports, and briefings.
- Maintain conference room calendars and assist with meeting set-up prior to include VTC equipment or bridge line.
- Assist government personnel with official travel and logistical arrangements to accomplish mission requirements using the Defense Travel System (DTS) in compliance with the Joint Travel Regulations (JTR).
Qualifications
Education/Qualifications:
- Associate Degree is required. B.A./B.S. degree is preferred, or 3 years of experience supporting senior level officials.
- Experience supporting Government or Military executives is strongly desired.
- Proficient mid-level skills in Microsoft Office products (Word, Excel, Outlook, and PowerPoint), Adobe, SharePoint, and use of office equipment is required.
- Experience using CATMS is preferred.
- Excellent oral and written communication skills geared towards executives.
- Demonstrated ability to write clear, concise, and articulate correspondence with a focus on quality control and attention to detail.
- Strong interpersonal and customer service skills that foster teamwork and create positive relationships with staff and principals.
- Working knowledge of coordination requirements for the successful preparation and approval of reports, briefings, memoranda, and presentations.
- Ability to prioritize, multi-task, plan, problem solve, and adapt in a fast-paced and strategic environment under minimal supervision.
- Familiarity with DoD 5110.4-M, “Manual for Written Material” is desired.