Senior Executive Assistant (SME)

Description

Location:        Fairfax, VA, Fort Washington, MD, and Tampa, FL (Full-Time On-Site w/periodic telework)

Clearance:      TS/SCI

Education:     BA/BS

Outcomes:

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

·         Formally track all tasks, to include assigned by, suspense, status, and comments on all assigned tasks through completion and be prepared to brief upon request.

·         Develop digital continuity folders and files that include standard operating procedures, workflows and POC lists to accomplish all tasks.

·         Create 2-3 products beyond the client’s 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.

Responsibilities:

The Sr. Executive Assistant (SME) will support the Secretary of the Air Force - Concepts, Development, and Management Office (SAF/CDM) 4-Ltr Director of Concepts Development Management in CDM, CDM/S&E, CDME, CDMM, CDMO CDMR, or CDMX Office by providing top tier executive assistance.

 ·         Serves as the Executive Assistant for a 4-Ltr Director of Concepts Development Management in CDM, CDM/S&E, CDME, CDMM, CDMO CDMR, or CDMX, while leveraging your technological expertise to enhance efficiency and productivity across your 4-Ltr Directorate’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. Represents the 4-Ltr Directorate office with a variety of outside organizations and functional area organizations. As a Tech-Savvy Executive Assistant, you play a critical role in leveraging technology to enhance the efficiency and effectiveness of the 4-Ltr Director’s work, ensuring that they can focus on strategic tasks while administrative processes are streamlined through digital solutions.

·         Execute the 4-Ltr Directorates administrative workflow that includes: (1) integrating Microsoft tools/techniques, TEAMS tools/techniques, and on-line capabilities into your directorate’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.

·         Proper handling of telephone calls, messages, short-fused ETMS2 takers, and daily details of 4-Ltr Director’s travel and itineraries and utilize and have in-depth knowledge of Defense Travel System, coordinate office calls, briefings, and social functions.

Specific responsibilities include but are 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.

·         Manages the various administrative processes within the 4-Ltr Director’s Office and ensure that procedures meet office needs and are consistently understood and followed by the 4-Ltr Director’s Staff.

·         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.

·         Maintain and utilize NIPR, SIPR and JWICS accounts to execute daily requirements with the 4-Ltr Directorate.

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.

·         Respond to a variety of highly complex inquiries and requests for information regarding administrative matters.  Prepare and/or conducts briefings or presentations for higher level management to explain analysis of the subject matter involved, as well as provide recommendations or action plans, and provides guidance and/or direction for implementation.

4. Meeting Coordination:

·         Partner with other executive assistants to reconcile CDM front office or other 4-Ltr Directorate 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.

·         Exercise independent judgment to assist management and/or act as a liaison for a plethora of complex administrative matters.

·         Respond to a variety of highly complex meeting inquiries and requests for information regarding administrative matters.  Assist in preparing briefings or presentations for higher level management to explain analysis of the subject matter involved, as well as provide input and assist with action plans, and provide guidance from the 4-Ltr Director on direction for implementation.

5. Travel Management:

·         Manage Directors and/or Deputy Director/CoS as required and plan travel, schedule and prepare/reconcile vouchers for accuracy and 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 (Air, Train, Hotel, Rental Car, etc.), 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:

·         Maintain 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.

·         Analyze, evaluate, document, coordinate, and implement various administrative processes and other related matters such as correspondence management, records management, leave administration,     communications, organizational changes, changes in delegations etc.

·         Prepare a variety of correspondence and other written material. Keeps abreast of current and proposed policies and procedures, orders, handbooks, etc.  Analyzes the effectiveness and efficiency of administrative processes and prepares recommendations for process changes.

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.

·         Develop or modify program guidelines, procedures, and plans which apply to employees and/or operations. Study, analyze, and develop methods to improve the accuracy, adequacy, and timeliness of information and systems for disseminating information to managers.

·         Plan, organize, direct and execute the activities of the organization to ensure compliance with the goals and objectives of the 4-Ltr Director.

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. Security:

·         EA is responsible to ensure the core classified national information protection security disciplines of information are fully covered from a policy and programmatic viewpoint to ensure overall information protection requirements meet mission requirements.

11. 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.

12. 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.

    ·         Plans and/or coordinates with 4-Ltr Director or Deputy Director/Chief of Staff on special projects to identify operational problems, evaluate alternative solutions and recommend appropriate action(s). Applies a wide range of qualitative and/or quantitative methods to assess and improve the effectiveness and management of assigned programs, processes, projects and activities.

    ·         Enter and maintains data in automated federal IT systems and may require access to multiple government systems to maintain this data.

    ·         Identify complex administrative issues or problems, and recommends, and coordinates their resolution.

    ·         Develop recommendations for new procedures and/or processes and prepares/issues procedures and guidelines for implementation of administrative policies, delegations, and requirements and is responsible for the compliance, coordination, preparation, management and analysis of a wide variety of records and reports.

Qualifications:

The candidate must have the following qualifications:

·         Proven experience as an executive assistant or in a similar role with minimum of 6 years’ experience.

·         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 working with ETMS2 and DTS is required, but if contractor personnel do not have this experience, they must complete DTS, ETMS2 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.

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