POSITION DESCRIPTION

Gemini Industries Inc. provides technical, management and operations services to support National Security projects. We provide rapid response to the critical needs of our customers and those they serve. We perform analyses and develop operations plans to anticipate and prepare for the future. And we deliver advanced technology to improve our customer’s success in executing its mission.

Gemini seeks innovative, results-oriented individuals with the creativity, initiative, and intelligence to overcome any challenge and succeed. Members of the Gemini team thrive in a culture that is anticipatory, agile, and schedule-driven; with a sense of urgency and a drive to succeed. Our culture involves:

• The best and brightest personnel

• Work at a high operations tempo

• Integrated teams delivering rapid solutions.

• An attitude that balances “I can make it better” with “As long as we succeed.”

Position:Executive Assistant (SME)

Location: Fairfax, VA (Full Time on site w/periodic telework)

Clearance:TS/SCI

Education:BA/BS

Outcomes:

The successful candidate is expected to accomplish the following in the first year on the position:

• Document all duties with Standard Operating Procedures (SOPs) and create a desk book on all duties performed.

• Create electronic transition files on all duties performed.

• Create one or two products beyond the client requirements that positively impact the client to either increase efficiency, effectiveness, or innovation.

• Master position tasks within 60 days and exceed requirements within 90 days.

Key Responsibilities:

Serve as the Executive Assistant to the Director of Concepts Development Management/Strategy and Engagement (CDM/S&E) while leveraging your technological expertise to enhance efficiency and productivity across CDM/S&E’s area of responsibility. Your role will involve Senior Executive-level office management, coordinating meetings, handling communications, and utilizing various digital tools and platforms to streamline operations. As a Tech-Savvy Executive Assistant, you play a critical role in leveraging technology to enhance the efficiency and effectiveness of the S&E Director’s work, ensuring that they can focus on strategic tasks while administrative processes are streamlined through digital solutions. Executes CDM/S&E’s administrative workflow that includes: (1) integrating Microsoft tools/techniques, TEAMS tools/techniques, and on-line capabilities into S&E’s processes/procedures and (2) performing organization-wide collaboration to orchestrate Director’s battle rhythm; maintain efficient/effective calendar, plan/coordinate travel arrangements via Defense Travel System; and track all tasks, to include: assigned by, suspense, status, and comments on all assigned tasks through completion and be prepared to brief upon request. The Executive Assistant will support the CDM S&E Office by providing top tier executive assistance, to include but not limited to:

1. Calendar Management:

• Efficiently manage and organize the executive's calendar including scheduling appointments, meetings, and events maximizing efficiency and organization expectations for Senior Leaders.

• Use digital calendar tools to set reminders and ensure timely attendance.

2. Communication:

• Act as the primary point of contact for internal and external communications, using digital platforms, email, and messaging apps.

• Draft, edit, and proofread a variety of documents including, but not limited to reports emails, letters, correspondence, memorandums, presentations and documents with a high degree of accuracy and professionalism.

• Partner with other executive assistants to reconcile CDM front office meetings and conflicts.

• Attend meetings and record meeting minutes and action items as requested by the government leads to obtain clear, concise, and accurate minutes so that decisions, recommendations and/or courses of action can be quickly Establish draft suspense list of all meeting actions.

3. Technology Integration:

• Leverage technology to streamline administrative tasks, such as using project management software (e.g., Excel, Microsoft Teams, Word, OneDrive, OneNote, Outlook, PowerPoint, & Project), virtual assistants, and automation tools.

• Stay updated on emerging tech trends and recommend relevant tools for productivity enhancement.

4. Meeting Coordination:

• Partner with other executive assistants to reconcile CDM front office meetings and conflicts.

• Arrange and coordinate meetings, including virtual conferences, video calls, and in-person gatherings.

• Prepare meeting agendas, distribute materials digitally, and document meeting minutes when necessary.

5. Travel Management:

• Manages Directors travel schedule and prepare/reconcile vouchers to ensure on-time payment.

• Plan and coordinate travel arrangements for executive within 24 hours of request in the Defense Travel System (DTS). Travel arrangements shall include making reservations, scheduling transportation, securing protocol/area clearances, preparing travel itineraries, and preparing travel orders based on general travel intentions or known preferences of the traveler IAW established travel regulations.

6. Document Management:

• Maintains files, records, databases according to departmental policies and procedures.

• Organize and maintain digital files and records, ensuring easy access and retrieval when needed.

• Implement cloud-based document sharing and collaboration tools for efficient document management.

• Update and maintain office procedures to ensure effective and efficient operations.

7. Research and Information Gathering:

• Conduct online research to gather data, reports, and information relevant to the executive's needs.

• Summarize findings in clear and concise digital formats.

8. Tech Troubleshooting:

• Provide technical support to executive for software, hardware, and digital tools.

• Collaborate with IT support when necessary to resolve technical issues.

9. Confidentiality:

• Handle sensitive information and maintain a high level of confidentiality in all interactions and digital communications.

10. Continuous Improvement:

• Continuously explore and implement technological advancements to improve administrative processes, efficiency and resolve issues.

• Suggest and initiate tech-related training for team members as needed.

11. Performs other duties as assigned.

• The Executive Assistant will be a critical role in the front office that will manage the front office, and contribute, mentor, coach and facilitate digital approach to provide the best support possible at the Executive level.

The candidate must have the following qualifications:

• Proven experience as an executive assistant or in a similar role.

• Advanced proficiency in digital tools and software (Microsoft Office, Google Workspace, project management tools, etc.), Defense Travel System and other technologies to manage workflow to include highly fluid calendar, email, and task management systems

• Strong organizational and multitasking skills.

• Discretion and ability to handle sensitive information with professionalism.

• Exceptional communication, both written and verbal with meticulous attention to detail.

• Excellent interpersonal and customer service skill.

• Excellent time management skills with a proven ability to meet deadlines.

• Proficient in coordinating video and audio conference calls and maintaining webpages and databases.

• Experience with working with TMT and the DTS is desired, but if contractor personnel does not have this experience, they must complete DTS, TMT and Action Officer (AO) training within 60 calendar days (or next available class) of start date.

The following qualifications are desired:

• Domain knowledge of the Department of Defense (DoD) and/or CDM.

• Experience in Human Resources and/or Public Affairs.

Travel:

• The travel frequency for this position may vary but can range from light to moderate depending on the specific requirements of the Director.

Other Requirements:

We seek:

• Highly-motivated, technically savvy self-starters

• Resourceful individuals with extraordinary intellectual capability and the ability to rapidly learn and apply new concepts.

• Individuals who have a “let me try” attitude and are resilient, present an opinion/position, justify it, and then accept whatever decision is made and charge forward.

• Individuals who view criticism as an opportunity to improve (“let me try again”)

• Individuals who think and create, enhancing the company with a steady flow of fresh ideas, perspective, and energy.

Direct Inquiries and Resumes to:

Yashira Santiago
Corporate Recruiter
Gemini Industries Inc.
1408 N. Westshore Blvd., Ste. 909
Tampa, FL 01803-5276
Telephone: (781) 203-0100
Jobs@gemini-ind.com

Gemini Industries Inc. is proud to be an Equal Opportunity / Affirmative Action Employer. We are committed to abiding by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status or disability and any other basis protected by applicable law.