Senior Executive Assistant (SME)

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:         Senior Executive Assistant (SME)

Location:        Fairfax, VA

Clearance:      Top Secret and eligible for Sensitive Compartmented Information (SCI) and Special Access Program (SAP) material

Education:     BA/BS

Outcomes:

The successful candidate is expected to accomplish the following within the first year:

·         Establish a professional relationship with the supported client and set a sustainable battle rhythm that achieves all expected requirements.

·         Create a desk-book of all workflows, processes, points of contact (POC), standard operating procedures (SOP), and supported client preferences to inform those that may provide coverage when the Senior EA might be out of the office and others might have to temporarily fulfill those duties.

·         Master position tasks within 30 days and exceed requirements within 60 days.

Key Responsibilities:

The Senior EA to the Director, SAF/CDM Mission Architecture Innovation (CDMM), will provide top tier executive assistance. This position requires full-time, 5-days a week, in-office support with access to JWICS, SIPR, and NIPR accounts. This is a trusted position that requires diligence, forethought, a great amount of initiative and judgement, and operational security (OPSEC). Detailed requirements and preferences of the CDMM Director will be made available to the candidate selected. Tasks will include, but are not limited to:

1. Calendar Management:

·         The Senior EA will “own” the CDMM Director’s calendar and will ensure the Director is fully informed of meeting times, building/room# locations, VTC dial-in instructions, driving directions, and POC’s unclassified and classified numbers if at an offsite, as well as the who, what, when, where, and why (“5Ws”)  for each calendar engagement.

2. Meetings and Appointments:

·         The Senior EA will engage meeting participants well in advance of meetings to distill the 5W’s, and to influence the proper preparation of the participants.

·         The Senior EA will ensure that the meeting technology is initiated, problems with equipment are coordinated for fix, and backup plans are in place to ensure the Director has paper copies of all materials to complete the engagement in case of technology failure.

3.  Travel and DTS:

·         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.

·         Process all travel documentation, i.e., vouchers, receipts and expense reports for the Director’s review and gain access and submit as required.

·         Coordinate with CDM’s security (SSO, SAPCO, FPCO) to pass clearances for permanent certifications and visit certifications. This task includes sending collateral (TS), ACCM and SAP clearances at least 48 hours in advance of the travel and requires constant follow up to confirm actions have been processed.

4.  Email Management:

·         The Senior EA will prepare email responses for the Director using the most efficient process so the Director can click, review, revise, and send.

·         Continually review and triage the Director’s NIPR email account. Work with the Director to tailor solutions for her.

5.  Meeting attendance:

·         Daily: The Senior EA will synchronize daily with the Director and as required at the beginning and end of day.  The Senior EA will prepare the Directors read-book with materials necessary for the day (e.g. travel itineraries, meeting agendas and read-ahead briefs, etc.)

·         Weekly:  The Senior EA will synchronize with the other CDM EAs.

·         Take notes at the CDMM Staff Meeting and provide the Director a written summary on NIPR and JWICS.

·         Draft emails from the Director to CDMM or a CDMM subordinate director when required.

·         Prepare slides for the CDMM meetings and keep track of the Director’s tasks to other directors, annotate those on the slides and track to completion from week to week for the Director.

The candidate must have the following qualifications:

·         10+ years’ experience as an executive assistant or in a similar role for a Senior Executive or General Officer or civilian equivalent.

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

·         Experience working in a NIPR, SIPR, and JWICs environment.

·         Exceptional organizational and multitasking skills.

·         Discretion, judgment, maturity, and ability to handle sensitive information with professionalism.

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

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

The following qualifications are desired:

·         Experience with working with DTS and Task Management Tool (TMT) is desired, but if contractor personnel do not have this experience, they must complete DTS, TMT, and Action Officer (AO) training within sixty calendar days (or next available class) of start date.

·         Knowledge of the U.S. Air Force is highly desirable. Knowledge of the Office of the Under Secretary of Defense for Intelligence and Security (OUSD(I&S)), Geographic and Functional Combatant Commands, Combat Support Agencies, and the Intelligence Community is desirable.

·         Prior military or Federal work experience strongly desired.

·         Experience directly working and communicating with Senior Executives and General Officers is desirable.

·         Experience using Microsoft OneNote and other rapid collaborative and organization tools is desirable.

·         Experience planning, drafting, collaborating, and editing executive communications, policies, and directives is desirable.

·         Experience in U.S. Air Force Human Resources and other experience in legal offices or public affairs is desirable.

Travel:     

The travel frequency for this position may vary but can range from light to moderate depending on the specific requirements of the Director. The Senior EA may be required to travel to several locations around the National Capitol Region (NCR) and Tampa Bay Florida region.

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: 813-286-4785
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.

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