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Location

Alexandria, VA | United States

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Job description

Executive Administrative Assistant:

The Office of Strategic Assessment (OSA) is a direct report to the Secretary of the Navy (SECNAV) and is responsible to provide independent assessments and assist SECNAV in ensuring that Navy and Marine Corps plans, programs, and policies are integrated and aligned to SECNAV priorities and overarching Secretary of Defense guidance.

Duties and Responsibilities: 

Task Management/Enterprise Task Management Software (ETMS2)

• Prepare correspondence, draft remarks and reports in final format from drafts, ensuring correct grammar and punctuation and maintain copies of all working drafts and final documentation on OSA’s dedicated Department of the Navy internal share drive and/or web-based documentation repository (e.g., ETMS2). All tasks shall be completed in accordance with the respective task suspense dates provided by the Designated Government Representative (hereafter referred to as DGR).

• arrange and disseminate to the corresponding workforce members within OSA, with detailed guidance, suspense dates, levels of required reviews (e.g., Action Officer, OSA Deputy Director, OSA Director), and identify and submit when a comment resolution matrix is required.
• As needed for each task, consolidate, review, and coordinate responses (oral and written) to ensure completeness and accuracy.

Correspondence/Mail

• Provide administrative support by creating memos, letters, information binders, and other documents as needed including preparing meeting agendas, taking meeting notes and other administrative/clerical tasks, as identified.
• Support office staff with general administrative and operational tasks (e.g., update and maintain OSA phone roster, wallet cards, face charts, org charts, book conference rooms, manage conference call login and attendance, de-conflict meetings, manage visitor paperwork and safety protocols)
• Answer telephone calls, take messages and direct callers to the appropriate Government office or personnel.
• Messages shall be clearly and accurately written and shall contain the name and organization of the caller, the date and time the call originated, and a brief description of the subject to be discussed.
• Arrange "callbacks" in accordance with schedule availability

• Manage communication of information in and out of the office including processing and distributing classified documents. Ensure all communications (i.e., memos, presentations, instructions, and packages) are formatted in alignment with Department of the Navy correspondence standards.
• Each business day, the Contractor shall pick up mail at the designated Secretariat mail room and deliver the mail to the intended addressee within OSA within one business day. All mail shall be handled in accordance with SECNAVINST 7042.7f.
• Order, unpack, store, inventory, and organize office supplies as well as maintain levels sufficient for office workload.

Meetings/Conferences/Events

• Plan and schedule meetings, mitigate scheduling conflicts, create agendas, act as the point of contact between senior leaders and internal and external colleagues, develop presentations, and provide logistics support for office related events. Provide reminders regarding upcoming appointments and ensure read-ahead materials are provided in advance of meetings.
• Assist in preparation of presentation and event materials.
• Coordinate calendars (Microsoft Outlook), schedules, meeting logistics and travel arrangements of office’s senior leaders and event planning, reconciling and inputting information in DTS and other DoD and DON systems (e.g., DoD conference reporting tool).
• In advance of OSA Director and Deputy Director/Chief of Staff meetings, as required:

• Prepare a meeting agenda (deliverable 0001);
• Arrange meeting location;
• Act as recording secretary; prepare and distribute electronically summary meeting minutes, including actions, as requested (deliverable 0002);
• Contact/coordinate with meeting participants to assure appropriate preparation is made;
• Prepare Read Ahead Binder (deliverable 0003) with required briefs and information for current and upcoming weekly scheduled meetings; and
• Coordinate meeting and conference schedules for the OSA leadership. The Contractor shall coordinate conference room reservations for OSA staff. Coordination may be for conference spaces available within the Pentagon or within a 15-mile area surrounding the Pentagon Reservation. The Contractor shall work to resolve meeting and conference room schedule conflicts. When conference room reservations change, the Contractor shall notify all parties affected by the schedule change via e-mail communication and verbally (e.g., person to person, telephone or voice mail.)

Defense Travel System (DTS)

• Review DTS authorizations and vouchers submitted by Government travelers, shall document compliance (or any deviations from compliance) with the current version of the JTR, and then shall forward the documented authorizations and vouchers for the next level of review.
• Review, document, and forward DTS authorizations and vouchers within four business hours of the travelers' submissions of the authorizations and vouchers.
• Performance shall be in compliance with the current version of the JTR. Arrange travel through Defense Travel System (DTS), inclusive of the following tasks:

• Prepare itinerary, orders, trip file;
• Coordinate with visiting Command or location for parking, directions, etc.;
• Complete claims/voucher through DTS;
• Maintain files of OSA Director’s travel receipts, both electronically and hard copy as required by the Joint Travel Regulations (JTR) for a retention period of 6 years 3 months; and
• Assist OSA staff with DTS issues.

Copy, Print, Scan, Shred, Fax, Filing

• Maintain filing systems, paper and electronic, and tracking of taskers within ETMS2 and DON SharePoint systems. Identify efficiencies for improving current systems and processes.
• Using on-site Government equipment, copy, print, scan, shred, and fax documents. The Contractor shall never leave documents unattended at the equipment.
• File documents in filing cabinets and upload documents electronically to the OSA share drive or SharePoint site.

Defense Information System for Security (DISS)

• Transmit security clearance information and process visit requests for Government personnel attending classified meetings, via the DISS.
• Workstation and IT Requests

• Use the Secretary of the Navy’s SharePoint site (SECNAV Portal) to process to submit approved requests from OSA personnel for facility and information technology support. Using this tool, as required, the Contractor employee shall monitor and provide updates, upon request, to the requestor regarding the status of each request until its completion.
• Provide Calendar Request Form to meeting requestor in order to determine meeting purpose, bottom line up front (BLUF), number of visitors attending, issues and desired outcome, and any meeting requirements such as VTC or teleconference needs.

SharePoint Site Maintenance

• Provide clerical support to maintain the OSA SharePoint site by creating internal pages on established sites, developing lists, routing internal organizational documents, managing site access, configuring site features and settings, and performing similar administrative tasks. Must have experience with user and administrative SharePoint functions but does not require IT-specific skillsets.

Deployment Packages

• Verify and compile deployment packages for personnel traveling OCONUS in support of OSA IAW DON Deployment/OCONUS travel checklists.

QUALIFICATIONS:

• Full understanding and knowledge of Microsoft Office products
• The ability to be trained to operate DON specific information systems. Routinely, work is conducted in a space designated for classified material storage, and the contractor occasionally will receive materials (up to the “Secret/NOFORN” level of classification) for transmission to Congress, therefore the contractor must be a U.S. Citizen
• maintain a TS/SCI level security clearance, 
•   Experience includes secretarial, word processing, graphics, desktop publishing, editing, and coordination .
• Valid and current US driver’s license.
• Must read, write, speak, and understand English fluently.

This is a FULL-TIME and ON-SITE Position

 

VCI is a privately held Service Disabled Veteran Owned, quickly growing company with headquarters in Huntsville, AL within 5 miles of the Redstone Arsenal and NASA Marshall Space Flight Center. Established in 2004, and now celebrating 20 years of excellence in providing quality products and services to the Department of Defense. VCI is looking for candidates for key positions to perform work as part of an exciting new opportunities. This is very exciting work having to do with rapid integration and deployment of advanced capabilities into our operating forces. Our benefits package includes medical, dental, vision, Long Term Disability, Life Insurance, Short Term Disability, paid time off, paid holidays, flexible spending account, employee assistance program, tuition assistance program, 401k Plan ,as well as a fun and enthusiastic work environment! 

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Salary