What are the responsibilities and job description for the Office Manager/Executive Assistant position at Global Technical Systems (GTS)?
Office Manager/Executive Assistant
Dahlgren, VA
General Description:
The Office Manager/Executive Assistant will oversee the general administrative function and activities of the Integrated Defense Systems (IDS) Dahlgren office and serve as Executive Assistant to the IDS leadership team.
Principal Duties and Responsibilities:
- Manage facility access control, oversee the front desk, and answer phones.
- Serve as the Executive Assistant to the Vice President, Integrated Defense Systems and Director, Integrated Defense Systems Division. Provide calendar management and coordinate meeting/event logistics for the IDS leadership team. Prioritize inquiries and manage schedule conflicts to ensure smooth day-to-day engagements.
- Interface with counterparts at other private sector entities, federal government sponsors, and offices of elected officials at all levels.
- Support travel requirements for the IDS leadership team (make travel arrangements, coordinate logistics, and complete expense reports). Travel with members of the IDS leadership team as required to work protocol, manage schedules, and ensure efficiency of operations while on travel.
- Serve as Facility Manager and coordinate facility maintenance and cleaning with the facility owner.
- Serve as IDS Division Security Coordinator, coordinating and managing physical and documentation security requirements.
- Performs or facilitates maintenance of office equipment including cleaning, maintenance, and repairs.
- Perform administrative duties such as document preparation, maintaining an office filing system, developing purchase requests, and handling incoming/outgoing mail and shipping.
- Maintain inventory of office supplies; orders new supplies as needed.
- Run errands as required to support the operations of the Division (e.g. procurement of supplies, shipping items, and picking up food/beverage items to support GTS meetings/events).
- Performs other related duties as assigned.
Work Experience Requirements:
Previous Administrative and Office Management experience.
Educational Requirements (or equivalent):
High School Diploma
Working Conditions:
Professional office environment. Ability to push, pull, lift 20 lbs. and bend & stoop. Prolonged periods sitting at a desk and working on a computer. Some travel may be required (less than 10%).
Essential Skills/Experience:
- Extensive knowledge of office management procedures.
- Experience leading a professional office environment
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Expert proficiency with the Microsoft Office Suite (e.g. Outlook, Word, Excel, PowerPoint).
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
Beneficial Skills/Experience:
Experience with ISO 9001:2015 Certification/Standard
Knowledge of Safety/OSHA Regulations
Knowledge of Security Classification Guidance
Ability to design and edit graphic presentations and materials
Associates or Bachelor's Degree in Business Administration (or similar)
The above Position Description is not intended to be, nor should it be construed as an all-encompassing list of responsibilities, skills, efforts or working conditions associated with this position.
Pursuant to our contract with the federal government, U.S. citizenship is required for this position.
GTS offers a stimulating and exciting work atmosphere with competitive salary and benefits package.
GTS is ISO 9001:2015 certified.