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Senior Executive Assistant

Job Title
Senior Executive Assistant
Job ID
27092007
Location
ARLINGTON,  VA 22202
Other Location
Offsite - Mark Center
Description

• Support all phases of program management to include integration and documentation efforts, and all lines of effort that includes both internal stakeholders and external stakeholders.
• Provide consistent, effective application of management principles, methods, and knowledge of specific functional areas of expertise to support activities and act as a strategic advisor.
• Provide personnel with an understanding of management and organizational principles pertaining to areas of responsibility (e.g., delegations of authority, administrative procedures) in order to plan and conduct complex studies to assess organizational operations.

• Leverage industry expertise, in order to provide reach back support and subject matter expertise  to support policy development.  By identifying sources of information/data for a wide variety of problems, needs and accurately interprets study results.

• Meetings are held locally and consist of 15 to 20 DoD Senior Executive Service, General and Flag Officers.

• Maintain documentation of the GOSC governance structure to include organization.

• Assist with alignment of SPARRC and GOSC discussion documentation to ensure effective and efficient meeting are held. 

• Maintain a current list, to include relevant contact information, of DoD and non-government stakeholder activities and personnel.

• Provide support to leadership in the development of solutions to programmatic matters.

• Provide support for working and focus group events, including material production and logistical support in preparation for working and decision-making groups and committees

• Prepare agendas, read-ahead materials, place cards, directional signs, and briefings

• Act Non Defense Travel System (DTS) Entry Agent (NDEA) responsible for the daily administration of DTS at the organizational level and at minimum perform the following:

  • Retrieve and manage DTS reports. 
  • Ensure organization information is current within the Defense Travel Administrator maintenance Tool.
  • Ensure travelers keep their DTS profile up to date, specifically profile E-mail address, Electronic Funds Transfer, and Government Travel Charge Card information.
  • Ensure authorizing officials have completed initial and annual required training and record of such training is retained for the current plus one previous year.  
  • Conduct profile and organizational maintenance to ensure routing lists are configured to maximize the accuracy of DTS documents while allowing for documents to be approved as expeditiously as possible.
  • Monitor and report on vouchers that are not submitted within five business days of travel completion. 

• Assist in drafting, editing, publishing, and distributing various routine documents to include technical reports, congressional reports, presentations, and information papers.

• Personnel must be familiar with Office of the Secretary of Defense and Department of Defense writing styles as contained in DoD Manual 5110.04-M, Volume 1, DoD Manual for Written Material: Correspondence Management and DoD 5110.04-M, Volume 2, DoD Manual for Written Material: Examples and Reference Material.

• Prepare and review daily/routine memos in accordance with Office of the Secretary of Defense standards. 

• Ensure appropriate coordination and signatures are obtained on correspondence packages.

• Assist in the preparation of responses to White House, DoD and other federal agency leadership and nongovernment suicide prevention and resilience stakeholders.

• Preparation of White House responses has been on a monthly basis, responses to other stakeholders have been on weekly basis

• Manage all incoming and outgoing packages through the Department's Correspondence and Task Management System.

• Maintain and provide a daily report on tasks due which includes to whom the task is due, the date due and the point of contact that is responsible for the task.

• Provide recommendations for office operating procedures to improve workflow and ensure consistency and accuracy of methods of operation.

• Provide executive level support to the Director.

• Schedule and maintain the Director’s calendar and make logistical arrangements necessary to ensure timely arrival at various meeting locations.

• Schedule and maintain the Office calendar to ensure accountability of office personnel and meeting facility usage.

• Other duties as assigned

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.

Required Skills

• Expert knowledge of Microsoft Office Suite
• Proficient knowledge of Defense Travel System (DTS)
• Proficient organizational and communication skills
• Attention to detail
• Proficient oral and written communication skills
• 5-10 years of experience providing senior executive administrative support
• Experience with DoD, VA, OPR or OSD
• Policy, Plans, Legislative Affairs
• Experience supporting senior government leadership
• Self-starter/pro-active
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