Senior Executive Assistant

Location
Ft Belvoir, Virginia
Posted
Jul 22, 2021
Closes
Aug 26, 2021
Ref
18032
Function
Administrative
Hours
Full Time
Summary

This Executive Assistant, Senior shall provide administrative support for the PD, Deputy PD and Product Leads which includes, but not limited to: executing schedules/travel orders/vouchers, answering phone calls, recording messages, and management of calendars for each PD/PL, to include preparation, dissemination, and tracking of invitations and presentation materials. Includes printing, distribution, and packaging of presentations, memorandums, and other documents.

Responsibilities
  • Management of calendars for each PD, to include preparation, dissemination, and tracking of invitations and presentation materials
  • Mail Handling: shall pick up, sort, and deliver incoming mail at a minimum once a week. Deliver all incoming mail to the appropriate personnel same day it is picked up. Coordinate, manage, and track all postal and courier services including deliveries, receipt, recordkeeping, and other related activities.
  • Policy/Information Management: Preparing and maintaining policy documentation; interpretation and dissemination of regulations; creating training classes and maintaining training records; and creating, updating and maintaining templates.
  • Meeting Management: Maintain procedures for scheduling and tracking use of government meeting resources. Includes scheduling meeting rooms, coordinating IT support for conferences, obtaining conference bridge phone numbers, publish agendas, capture actions items, and generate meeting minutes.
  • Vehicles: Maintain procedures for scheduling, reserving, accessing, and tracking the usage of two Government Operated Vehicles.
  • Visitor Control: Maintain visitor control, which includes, but not limited to: reception and issuance of visitor PD ES badges to include coordination with Night Vision Compound visitor center. The reception desk must be manned at all times during regular business hours.
  • Correspondence: Preparation, review, and coordination of official correspondence in accordance with Army Regulations 25-50 and other prescribed regulations and guidance.
  • Supply Maintenance: Monitor office supplies to ensure an adequate supplies exist to support daily operations. Coordinate restocking as necessary with the Government credit card holder and requestor.
  • Entry/Exit Monitoring: Provide administrative support to ensure the front door is manned at all times during normal office hours. This task also includes maintenance of the visitor log.
  • Training tracking: Track completion of required training for all personnel within ES, i.e., compiling roll-ups of training status from organizational POCs in PD ES.
  • Task/Action Item Management and Tracking activities: Use the established mechanism to track and process recurring activities. Must follow-up with managers to ensure that mail, correspondence, requests, tasking, suspense and assignments are completed (electronic or paper). Ensure completed responses or extension requests are submitted in advance of suspense dates.
  • Other consolidation and reporting: Other activities that consist of consolidating responses for submission to internal and/or external organizations.
  • Maintain ES contact information in an alert roster and within PEO EIS-provided online database.
  • Update ES organization charts information within PEO EIS-provided database.
  • Other duties as assigned

Qualifications
  • Master's Degree
  • Bachelor's degree and 4+ years of additional experience may be used in lieu of Master's Degree
  • 11+ years of relevant work experience
  • Interim Secret Security Clearance

Knowledge, Skills and Abilities:
  • Strong coordination, organization, teaming, and communication skills.
  • Must have excellent organizational, scheduling and prioritization skills and to maintain high level of confidentiality, ethics, and integrity.
  • Works well individually or in a group setting.
  • Ability to interact with co-workers to develop a team environment.
  • Ability to work under pressure and time constraints.
  • Proficient with MS Word, Excel, Office, Outlook, Utilize AutoCAD, Visio, MS Project 2007programs
  • Ability to work independently without direct supervision or guidance.
  • Desire experience or familiarity working in IT organizations/environments.

# CHENEGA IT ENTERPRISE SERVICES, LLC

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