Executive Assistant
Arlington, VA
Featured Hatch Accounts – Apex TK /
Full Time /
On-site
hatch I.T. is partnering with Apex TK to find an Executive Assistant. See details below:
About the Role:
APEX TK is seeking an experienced Executive Assistant to support the Department of Defense OUSD(I&S) Director for Defense Intelligence (Intelligence and Security Programs and Resources (DDI ISPR)) in Arlington, VA. This position is located at the Pentagon and requires on-site support.
Duties may include but are not limited to:
- Coordinate and track OUSD(I) staff actions and tasks utilizing the Correspondence and Task Management System (CATMS) and build/maintain custom reports using MS Excel.
- Serve as a task-lead within the office to ensure coordination between government client and WWC Federal leadership and oversee deliverable development.
- Advise in matters involving office interface, collaboration, and associated relations with offices within OSD, DNI, the Services, US Commands, Defense Agencies, other Government departments, NATO and Supreme Headquarters Allied Powers Europe (SHAPE) offices, the Congress and Industry.
- Maintain files, directories, special books and other materials and perform a variety of related staff assistance; e.g., setting up conferences and meetings, arranging for conference rooms, contacting participants, distributing agendas, preparing material, arranging for availability of graphic aids, etc.
- Establish and maintain client appointment schedules with responsibility for making changes and adjustments as necessary to meet unexpected, high- priority demands.
- Work closely with clients in planning their work schedules and in time management.
- Provide calendars and/or reminders of target dates for major projects, conferences and meetings attendance, and on projected plans for travel, speaking engagements, etc.
- Utilize the Defense Travel System (DTS), prepare and/or oversee travel arrangements.
- Assist in the preparation or refinement of itineraries, prepare or oversee the preparation of travel orders, secure reservations and tickets, and verify that passports and visas are in order. Upon completion of travel, prepare vouchers, assist in developing necessary trip reports, and brief on items of special interest and actions taken during customer absence from the office. Arrange for official local transportation, reimbursement for expenses incurred, and renewal of parking permits.
- Help to maintain records for control and accountability of classified correspondence and other material received in the office making distribution to appropriate members of staff and Special Access clearances on appropriate personnel. Coordinate and carry out the disposal of classified waste in accordance with applicable regulations and procedures.
- Conduct JPAS reviews, maintain SCIF policy and works with Government security personnel for passing clearances, perm-cert requests, etc. Work closely with the SSO to grant temporary visitor access to key individuals not assigned to OUSD(I).
- Receive, read, and make proper disposition of correspondence and other mail received in the office; determine which matters require immediate or personal attention of the customer; sort correspondence by actions required (e.g., signature, information or personal action); locate, assemble, and attach any background papers required; retain for own disposition routine inquiries and independently act on matters which can be disposed within established policy of the office.
Basic Qualifications:
- Bachelor’s degree OR 3+ years of relevant experience in lieu of degree.
- Current, active TS security clearance.
- Must have the ability to obtain and maintain SCI eligibility.
- Experience with utilizing the Correspondence and Task Management System (CATMS), Staff Action Control and Coordination Program (SACCP) or similar information management system.
- Minimum of 3 years demonstrated experience supporting Senior Management.
- Experience briefing senior leadership and interacting with Senior Management, industry partners, and external agencies.
- Experience maintaining an executive calendar, answering phones, preparing briefings, and setting and tracking suspense's.
- Expert proficiency level in Microsoft Office Excel, Word, Outlook, and PowerPoint.
- Outstanding communication skills, influencing abilities, and client focus.
- Professional proficiency in English is required.
- Applicants must be currently authorized to work in the United States on a full-time basis. WWC Federal will not sponsor applicants for work visas for this position.
Preferred Qualifications:
- Master's Degree.
- Current, active TS/SCI security clearance.
- Experience as task lead or supervisor.
- Experience providing administrative management support for sensitive activities, sensitive compartmented information, SAP, and ACCM activities.
- Minimum of 3 years' experience in records management including familiarity with Administrative Instruction 15 (AI-15) OSD Records and Information Management Program or similar governing document/regulation.
- At least one year of experience with the Defense Travel System (DTS).
Don't think you're 100% qualified for this position? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At hatch I.T., we're dedicated to helping companies build diverse, inclusive and authentic workplaces, so if your experience doesn't perfectly align with every qualification in the job description, we encourage you to apply anyway. You may just be the right candidate for this or other roles.
If you are interested in learning more about this company or any Startups/Small Businesses in the area, please contact us and check us out here!!
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
