Executive Administrative Assistant

Job Title

Executive Administrative Assistant

Location

Washington, DC 20301 US (Primary)

Category

Administrative / Clerical

Job Type

Full-Time

Career Level

Staff

Education

Bachelor's Degree

Travel

None

Security Clearance Required

Secret

Job Description

OVERVIEW  

Serve as contractor support to assist the Senior Executive Management Office (SEMO) in logistical tasks and onboarding for political appointees and Special Government Employees (SGEs). 

DUTIES AND RESPONSIBILITIES  

• Provide principal administrative and human resources support in an office environment 

• Coordinate arrival logistics for incoming political appointees for in-person onboarding, to include: parking, visitor escorting, and conference room reservations 

• Communicate with incoming political appointees and DoD Points of Contact (POCs) to ensure an organized and efficient onboarding experience 

• Assist with the onboarding of Special Government Employee (SGE) personnel, to include: the use of USA Staffing (USAS) to review and accept new hire requests; downloading, storing and maintaining personnel files which includes Personally Identifiable Information (PII); extending tentative and final job offers; coordinating pre-employment tasks with other DoD offices; providing an outstanding customer experience, electronically or verbally, to new hires and organizational POCs 

• Coordinate in-person and virtual onboarding sessions, send calendar invitations, and conduct follow-up actions to ensure all human resources Entrance-On-Duty (EOD) paperwork is received, accurate and ready for team lead signature 

• Coordinate with the Executive Services Directorate (ESD) and Graphics to request and deliver certificates to members of the SES and political appointees in DASD-level and above positions 

• Develop priorities, areas of emphasis, scope of projects, and internal deadlines based on overall mission requirements 

• Conduct analysis of assigned projects, perform varied human resources and program analyst duties requiring an understanding of the organization, political personnel onboarding, the overall SGE process, and procedures related to the work of an executive-level human resources office 

• Provide oversight of day-to-day program actions, including short-lead suspense assigned by senior leadership 

• Enter and monitor suspense actions/tasks utilizing Government tools, including: CATMS, Excel spreadsheets, Advana, Word documents, USAS, SharePoint, etc. 

• Assist senior leadership personnel in the preparation of spreadsheets and presentations by employing Microsoft products – PowerPoint, Word, Access and Excel 

• Prepare internal memoranda and other documents for individuals within the organization and support the preparation of letters, memoranda, and other documents for individuals external to the organization 

• Create and maintain program status reports for leadership personnel, including ad hoc reports 

• Compose correspondence with little to no supervision concerning personnel actions, including: exceptions to policy, waivers, and administrative matters for leadership’s approval 

• Review publications, regulations, directives, and make recommendations to SEMO staff 

• Prepare special or one-time reports, summaries, or replies to inquiries by selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc. under general direction 

Job Requirements

QUALIFICATIONS AND REQUIREMENTS  

• Active DoD Secret clearance 

• Bachelor’s Degree in information management related field or equivalent combination of education and/or experience 

• Knowledge and proficiency in Microsoft Office Suite (Word, Excel, Outlook, Access, and PowerPoint) 

• Demonstrate strong analytical skills and reading comprehension 

• Exceptional attention to detail, ability to multi-task, work in a team environment, and adjust to established work patterns and processes as required 

• Ability to collaborate with team members and work independently to identify and create solutions for issues  

• Possess exceptional communication skills (both oral and written) and strong leadership skills 

• Experience with document and quality control standards 

PREFERRED SKILLS 

• 1-2 years of related experience in office management, human resources, and database management preferred 

• Experience using Microsoft Office Access and/or information access and retrieval systems 

• Must abide by all applicable statutes, regulations, publications, manuals, and local policies and procedures 

 

The salary range for this position is $90,000-$100,000 annually.

We are equal opportunity/affirmative action employers, committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected veteran status, or any other protected characteristic under state or local law.