Location
Springfield, VA | United States
Job description
Established in 2004, Culmen International is committed to enhancing international security, strengthening homeland defense, optimizing government operations and providing humanitarian assistance around the world. We provide technical and management expertise, develop innovative technology solutions, and deliver youth care services, logistics, training and language services worldwide. With experience in over 126 countries, Culmen supports our clients to accomplish critical missions in challenging environments.
The Executive Assistant will support a variety of NGA offices and requires highly experienced administrative support. An Executive Assistant is expected to offer a combination of proven experience and expertise to independently support a customer office with a broad range of administrative activities. The Executive Assistant independently accomplishes demanding and challenging administrative tasks that are routine and involve high levels of complexity. The Executive Assistant is expected to independently handle multiple tasks with competing priorities.
- Proven experience as an administrative assistant supporting administrative requirements at the mid- to upper management levels of an office.
- Independently anticipate and provide responsive administrative support to facilitate completion of all organizational mission requirements. This will require executing a broad range of administrative responsibilities with some tasks occurring routinely and/or on an “ad hoc” basis per real-time needs of the office.
- Provide the office with a centralized source of administrative expertise and guidance, which ultimately affects the success of the mission.
- 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, policies, precedents and practices that are not always completely applicable to a changing situation.
- Support office discussions regarding the organization’s administrative business rhythms and contribute recommendations as necessary. Specifically advise office leadership and management on the administrative implications of additions, deletions, or changes to the varied functions of the organization.
- 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 with minimum assistance and/or guidance.
- 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 the office with 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.
- Assist subordinate administrative assistants on new procedures; request information needed from the subordinate offices for periodic or special conference, reports, inquiries, etc.
- Strong teaming and collaboration skills that foster office unity and cohesiveness in support of completing office administrative requirements.
- Capable of independently handling a large, complex workload, effectively coordinating multiple resources, and multi-tasking in a fast-paced environment having competing priorities.
- Excellent communication skills both verbally and written with the ability to:
- Articulate and exchange information (i.e., requirements, actions, needs, status, etc.) in a professional tone and attitude to achieve efficient business rhythms; and
- Produce professionally written emails, letters, documents, and other material that is succinct, coherent, uses proper tone, demonstrates proper grammatical use of the English language, and presents proper format/form per established corporate/office guidance.
- Experience with the Defense Travel System (DTS), knowledge of the Federal Travel Regulation (FTR) and Joint Travel Regulation (JTR)
- Current TS/SCI security clearance is required for consideration; CI poly preferred
- Experience supporting government travel and understanding of Defense Travel System (DTS) and Joint Travel Regulations (JTR)
- Bachelor’s degree in General Business Administration or a related degree from an accredited university/college with 4+ years of secretary experience and 2+ years of that time providing support to a senior level office
OR
Associates degree in General Business Administration or a related degree from an accredited university/college with 6+ years of secretary experience and 4+ years of that time providing support to a senior level office
OR
High School diploma with 8+ years of secretary experience and 6+ years of that time providing support to a senior level office - Computer skills with proficiency working across the Microsoft Office suite of applications (Word, Excel, PowerPoint, and Outlook
- Prior experience working with a centralized routing and tasking system such as N-CERTS
- Ability to prioritize workload and coordinate with multiple resources
- Strong verbal communication skills to articulate and exchange information (requirements, actions, status, etc.)
- Strong written communication skills, command of English language grammar
- Understanding of sensitive document handling and compliance with a “clean desk” work environment
- Typing speed of 45 WPM minimum
- Desirable Skills and Qualifications – Executive Assistant (EA)
- Prior DOD and/or NGA experience working in a related field.
- Prior experience working with the military and understanding of the services.
- Proficient working knowledge of the following applications:
- PeopleSoft
- PRISM
- NGA Central Electronic Routing and Tasking System (N-CERTS)
- SharePoint
- Management and Execution Tracker (MET)
- Ability to schedule, coordinate, set-up, and operate NGA Video Teleconference (VTC) equipment
- Overseeing office spend plans for travel, supplies and awards.
- Prior experience with presentation techniques
- Possesses a working knowledge of the NGA internal coordination and approval processes.
- Working knowledge of Access database
- Proficient with NGA correspondence manual
- Working knowledge of NGA’s Record Management requirements
- A working level understanding of NGA corporate processes
- Exceptional Medical/Dental/Vision coverage with 100% of the premiums paid by the company for all employees and their eligible dependents
- 401k – Vested immediately and 4% match
- Life insurance and disability paid by the company
- AFLAC Available
- Tuition Assistance
- 12 Paid Holidays
At Culmen International we are committed to creating, promoting, and sustaining a culture of diversity, equity, and inclusion. Our commitment to these values is unwavering across all our work around the world. We include and celebrate employees of diverse races, genders, religions, sexual orientations, ethnicities, nationalities, socioeconomic statuses, languages, (dis)abilities, ages, and religious commitments. These differences drive innovative solutions to meet the needs of our employees and clients. Culmen is an equal opportunity employer.
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