Azimuth Corporation Executive Administrative Support II in Washington, District Of Columbia
An ACTIVE TS/SCI is REQUIRED to be considered for this position
Role and Responsibilities:
Directly support two Senior Executive Service (SES) directors in executing daily operations and coordination across staff offices and staffing elements.
Support shall include records management, filing and archiving, correspondence control and mail distribution, courier service, tasking and tracking management, electronic initiatives support, daily calendar operations, monitoring and screening phones, and related executive administrative support.
Customer impact is both internal and external, encompassing the OUSD(I), Secretary of Defense, Deputy Secretary of Defense, OSD Components, Joint Staff, Combatant Commands, the Military Services, the Executive Branch Agencies, Congress, and the public.
The Executive Assistant position shall provide staffing support to action officers:
Provide support for all required correspondence actions (e.g., formal letters, memorandum, read-ahead briefing/meeting packages, activity reports, senior leadership reports, and travel/training/personnel documents).
Ensure documents are prepared in the appropriate DoD format; documentation shall be clear, concise, and valid, to also include substantive editing to ensure document organization and quality is within OSD standards. Tasks may include technical writing/editing, editorial consultation, proofreading, or overall documentation review.
Maintain leadership s daily calendar and ensure operations are accomplished in a timely, professional manner; In addition, arranging meetings, conferences, and video-teleconferencing to include taking minutes and maintaining invitations and attendee contact rosters. The contractor shall prepare and/or oversee travel arrangements for staff personnel and assist with developing travel reports and travel vouchers upon completion of travel, using the Defense Travel System (DTS). The contractor shall arrange for official local transportation, reimbursement for expenses incurred, and renewal of parking permits.
Track and report weekly the work/leave status of all office employees via the Automated Time and Attendance and Production System or its equivalent and reviewing, monitoring, and reporting the status of action item activities and products using the Staff Action Control and Coordination Portal program.
Serve as the administrative point of contact for government staff personnel in a Sensitive Compartmented Information Facility (SCIF). Tasks include: monitoring access to SCIF, preparing and maintaining essential logistic and security requirements for the SCIF, answering phones, maintaining office files and the office filing systems, and tracking action items in the OUSD (I) suspense portal. In addition, provide security support to special access programs as required. The contractor shall utilize knowledge of administrative management, automation equipment, and/or various software packages to input, retrieve, compile and manage information.
Maintain records for control and accountability of classified correspondence, special access correspondence, and other material received in the office, making distribution to appropriate members of the staff. The contractor shall ensure all office records are marked, filed, and retained in accordance with OSD and federal records disposition schedule, approved by the National Archives and Records Administration.
Skills and Core Competencies:
Ability to multi-task in support of Pentagon Action Officer(s).
Proficient with Microsoft Office Suite: Outlook, Word, Excel, Project, and PowerPoint.
Experience with Defense Travel System (DTS) or similar travel systems.
Experience with Correspondence and Task Management System (CATMS).
Advanced organizational skills: calendar maintenance, suspense setting and tracking, staffing packages, and coordinating actions with both internal and external customers.
Ability to work in a high-paced environment while maintaining decorum: phone answering, ability to establish relationships and contacts, and interact with internal and external personnel, resolving/de-conflicting issues.
Excellent communication skills: preparation of briefings, editing correspondence, briefing slides, and memorandums.
Advanced attention to detail to ensure documentation accuracy.
Other Experience, Qualifications, Skills and Education Requirements:
An ACTIVE TS/SCI is REQUIRED to start in this role
Minimum five (5) years demonstrated experience supporting Senior Management (General/Flag Officer/SES or corporate equivalent).
Experience maintaining an executive calendar, answering phones, preparing briefings, and setting and tracking suspense is required.
Minimum five (5) years experience in managing, supervising, and conducting administrative functions involving multiple programs including analysis and evaluation on projects and mission objectives.
Ability to establish relationships and contacts and interact diplomatically with high-level internal and external personnel.
Expert proficiency level with Microsoft Office, Excel, Access, Outlook, PowerPoint, and Word is required.
Minimum five (5) years drafting and editing correspondence, briefing slides, and memoranda.
Minimum five (5) years of experience performing responsibilities which includes tracking suspense(s), staffing packages, and coordinating actions with both internal and external customers, resolving / de-conflicting issues.
Demonstrated ability to write and edit complex information in a clear and concise manner.
Experience with OUSD(I) highly preferred.
BS/BA preferred, but not required with comparable work experience.
Azimuth Corporation is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status.