Employment Type: Full-time

The Executive Secretary provides administrative support to a variety of customer offices. Depending on the customer office, some tasks can be more dynamic (i.e., less routine) and challenging than other tasks. Team Member is expected to display a high level of professionalism and quality of work regardless of the labor category.

Duties Include: 

• Interact, coordinate, and facilitate office administrative activities in a proactive, efficient and professional manner.
• Achieve all daily administrative requirements in an efficient and competent manner.
• Obtain a strong working knowledge and understanding of the assigned office’s organizational policies, guidance and administrative business rhythms and processes.
• Take general operational and administrative direction from the Government office’s designated lead. Other internal/external Government staff within the assigned office may also routinely assign tasks within the scope of the administrative requirements. If conflicts in direction occur, Team Member shall make every effort to professionally resolve the issue and, if required, contact Metronome’s PM for assistance.

At times, an office’s administrative support requirements and business rhythms could shift in tempo to support surges or expand/contract due to organizational driven changes. Therefore, personnel must provide the necessary flexibility that may be required to accommodate different administrative support needs found in each customer office across the agency and when organization driven changes occur.

The Executive Secretary (ES) requires a high level of professionalism, performance, and accountability. Support at this level is expected to occur in a fluid and autonomous manner. Team Member shall be responsible for anticipating administrative requirements in order to proactively support office leadership with day-to-day business rhythms that may involve a wide-range of tasks; they are expected to maintain a flexible work-style that adapts to dynamic office tempos and changing priorities.

Administrative support will mainly consist of performing the following requirements:

• Maintain a working level understanding of the organization and its corporate business rhythms in order to effectively execute administrative requirements for the office. This includes reading, understanding and applying applicable IC, DoD and end customer policies, instructions, regulations, and guidance.
• Receptionist duties such as: greeting, receiving, and assisting office visitors, to include escorting to meeting place, upon entrance/exit of the facility, or as required; answering phone calls for the purpose of recording messages, transferring calls, assisting with caller inquiries, coordinating office agendas and activities; etc.
• Operate a computer, calculator, copier/scanner, and other common office equipment. This includes the ability to use standard office equipment and Microsoft Office software applications to the degree expected at each labor category.
• Process mail to include retrieval, opening (as required), inspecting, distributing, and picking-up for mailroom delivery.
• Read publications, regulations, directive, instructions and guidance and take action or refer those that are important to office leadership, management and/or staff.
• Establish and maintain both hardcopy and computer based filing systems, to include performing routine filing of various office data/record files.
• Prepare, review and/or edit correspondences such as form letters, reports, tables, spreadsheets, and other printed material.
• Copy and scan office documents, files, records, etc. Some tasks may include either actually performing the copy/scanning operation or assisting with the processing through rapid reproduction.
• Assist with the preparation of materials needed for conferences, correspondence, appointments, travel, meetings, telephone calls, etc.
• Manage office calendars to support planning and coordination of office events, functions, meetings, work requirements and other noteworthy calendar topics.
• Perform data entry and maintenance of stored data/records in established databases, spreadsheets and other electronic data/record tracking and repository systems.
• Assist with meeting agendas, arranging meet-me numbers and conference room schedules, coordinating meeting material and pantry items, taking meeting notes and producing a post-meeting report for approval and distribution, tracking meeting action items for disposition, etc.
• Support creation of Staff Summary Sheets (SSS) and staffing of documents for review and/or signatures.
• Learn and maintain a working knowledge of the IC and specifically for those IC partners the office may interact with the most. This may include implementing administrative workflows, procedures and guidelines to achieve a smooth exchange of information and coordination of mission requirements.
• Independently provide professional and responsive secretarial support to leadership personnel and staff in support of organizational mission requirements. This will require executing a broad range of secretarial responsibilities with some tasks occurring routinely and/or on an “ad-hoc” basis per real-time needs of the office.
• Independently manage office schedules and calendars to administratively support timely planning, coordination, execution, and completion of business rhythms, corporate requirements, and events (i.e., meetings, conferences, travel, etc.).
• Independently apply mature and objective judgment to determine best approach and course of action to take in both routine and non-routine administrative situations. This will require accurately interpreting and adapting guidelines, including unwritten policies, precedents and practices that are not always completely applicable to a changing situation.
• Assist senior leadership personnel and its staff on a broad range of administrative requirements. This includes serving as focal point for coordinating, consolidating, reviewing, managing information, and providing assistance concerning office administrative requirements in concert with the designated officer and other staff personnel.
• Proactively anticipate and keep leadership and/or staff apprised of high priority issues, requirements, and developments as it relates to office business and administrative activities.
• Perform administrative activities to facilitate the planning, coordinating and executing of corporate organizational functions (e.g., events, town halls, meetings, conferences and other official gatherings) the office may host, support and/or participate.
• Support office discussions regarding the organization’s administrative business rhythms and contribute recommendations as deemed appropriate. Specifically notify office leadership and management on the administrative implications of additions, deletions, or changes to the varied functions of the organization.
• Produce draft and/or final office correspondence or documents for senior leadership’s consideration and signature. Review and provide suggested edits to office correspondence and documents.
• Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence and other offices, etc. under general directives.
• Create workbooks (e.g., read-ahead, staffing, continuity, standard operating procedures) for leadership planning and/or to support execution of leadership responsibilities and office administrative business rhythms.
• Support office with the development of guidance, procedures and/or policies relative to facilitating administrative activities of the organization. These functions may include training/travel budgets, suspense systems, space planning, personnel management, record management, logistics support, asset tracking, etc.
• Perform basic research in support of reports and other administrative requirements.
• Support the creation of office briefings either as the one creating or reviewing the briefing content and format.
• Provide support to leadership and staff on the organization’s administrative business rhythms and requirements to facilitate effective management. Specifically advise on the administrative implications of additions, deletions, or changes to the varied functions of the organization.
• Assist secretaries in subordinate offices on new procedures; request information from subordinate office for periodic or special conferences, reports, inquiries, etc.

Work Environment

The work environment is generally categorized as professional and will be performed in an office environment. There is significant routine contact with senior leadership, management and other administrative personnel. Team Member shall demonstrate a professional demeanor, neat appearance, and understanding of proper office etiquette at all times.

The dynamics of the various customer offices can be diverse, fast-paced, demanding, and stressful with short suspense’s and multiple tasks having competing priorities. It should be noted that each office is unique and therefore administrative tasks could be dynamic and vary in complexity. Team member shall maintain a flexible work-style that adapts to dynamic office tempos and changing priorities.

Work Schedule: Core Hours

Background Screening/Check/Investigation: Successful Completion of a Background Check will be required as a condition of hire.

Benefits: Metronome offers a comprehensive benefits package that reflects our commitment to creating a diverse and supportive workplace.  Benefit eligibility is determined on the type of position (full-time, part-time, temporary). Metronome’s range of benefits include, but are not limited to, Medical, Vision & Dental Insurance, Life Insurance, Paid Time-Off & Company Paid Holidays, Personal Development & Learning Opportunities.

Application Process: Please follow all instructions carefully. Errors or omissions may affect your consideration for employment.

1. Select Create Profile and Apply to Requirement
2. Complete your Profile and Answer the Questionnaire
3. Upload a current resume
4. Complete the Online Application and Submit

Evaluation Process: Metronome will evaluate applicants based on how well they meet the qualifications of the position above. Your completed application (including questionnaire, resume, and online application) will be used to determine your eligibility and how well you meet the qualifications for this position.

Your responses to the questionnaire may be compared to your resume and application; if either your resume or application contradicts or does not support your responses, you will disqualify yourself and not receive further consideration for this job.

Equal Employment Opportunity Policy

Metronome does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

Reasonable Accommodation Policy

Metronome is committed to providing reasonable accommodations to applicants with disabilities where appropriate. A reasonable accommodation is any change to a job, the work environment, or the way things are usually done that enables an individual with a disability to apply for a job, perform job duties or receive equal access to job benefits.

Applicants requiring reasonable accommodation for any part of the application process or hiring process should contact Metronome Human Resources at hr@wearemetronome.com or 703-957-4082. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.