Administrative Assistant / Office Coordinator

Location: Springfield, Virginia


*All applicants must have an active TS/SCI clearance and agree to undergo a Polygraph examination to be considered for this position*

POSITION:   Administrative Assistant / Office Coordinator
LABOR CATEGORY:  Security Specialist, Level 1
LOCATION:   Springfield, Virginia

Job Description OVERVIEW:
Successful candidate will provide administrative functions supporting our Customer's ESMARTS contract. Individual must be TS/SCI cleared, have a current SSBI and be willing to undergo a polygraph. The individual will serve as the focal point for operational, technical assistance, and advisory services of office administrative functions. Provide technical and administrative support to managerial and technical staff as tasked; answering phone; assisting with development and maintenance of schedules/calendars; maintain organization charts and emergency contact information/recall rosters; establish and maintain hard-copy and electronic files; event/meeting coordination; generate weekly reports and create presentations track/coordinate/monitor internal and external tasks; review/edit incoming and outgoing correspondence for accuracy, content and quality; coordinate and maintain travel plans utilizing the Defense Travel System (DTS), schedules and expense reports. Lead and perform on special projects, as required. Ensure timely delivery of products and services to meet master schedules and program milestones. Conduct audits and inventories as required. Escort visitors and maintenance personnel in specialized areas. Attend weekly organization staff and working group meetings; prepare and distribute meeting minutes. Familiarization with DoD and Intelligence Community (IC) regulations, directives and policies a plus

Important capabilities: 
   1) SharePoint experience for file and schedule management; 
   2) tasker and staff package handling experience; 
   3) attention to detail;  
   4) adhering to deadlines; 
   5) interacting with seniors/office staff to push deadlines; 
   6) editing/formatting

EDUCATION Requirements:   (Bachelor's Degree in related field preferred but not required depending on candidate’s total number of years' experience in relevant security fields.)
   * Associates Degree + 3 years experience in administrative field supporting executive operations to include 1 year within the DoD/IC. 
   * No Degree + 7+ years

   - (U) Provide operational, technical assistance and advisory services inclusive of administrative technical office policies, procedures and controls.  
   - (U) Initiate, coordinate and track internally and externally derived tasking and/or action items/assignments/correspondence.
   - (U) Ensure the utmost discretion is used to protect information not-yet-released and all sensitive personnel information and/or actions.
   - (U) Prepare and brief incoming employees to the directorate; update and maintain emergency recall rosters; process logistical requests (e.g. pagers, cell phones, supplies, etc.); trouble shoot time sensitive issues, as required.
   - (U) Provide assistance to support funding/budget issues.
   - (U) Process travel plans, schedules and itineraries.
   - (U) Escort visitors and maintenance personnel in specialized areas.
   - (U) Attend weekly organization staff and working group meetings; prepare and distribute minutes within 24 hours

   - Strong organizational skills; 
   - ability to effectively communicate orally; 
   - proficiency in technical editing and grammar to draft documentation, 
   - including the ability to edit and proofread; 
   - working or functional knowledge of computer office suites, e.g., MS Office Suite (MS Word, Excel, PowerPoint, Access, Outlook and Project). 
   - Ability to successfully work with and adapt to personnel at all levels; 
   - deal with high visibility situations and work effectively under the pressure of rigid deadlines; 
   - excellent, demonstrated problem solving and innovation skills; 
   - work without direct supervision and possess excellent interpersonal and customer service skills. 
   - Must be detail oriented with ability to multi-task.

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