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Senior Executive Assistant/Analyst

Senior Executive Assistant/Analyst

Department: Homeland Defense

Location: Washington, DC

Clearance Level Top Secret

Job Function:: Operations

This position provides senior level administrative, operational, and clerical support to the Assistant Secretary of Defense (ASD) and Deputy Assistant Secretary of Defense (DASD) offices in the Office of the Under Secretary of Defense for Policy OUSD(P).

Successful candidates will have a strong desire to support the OSD mission and its most senior leaders. This position involves daily interaction with the client and due to its high-visibility, requires a deep commitment to professionalism. The analyst must have the flexibility to both work independently and also under direction. This position also includes the opportunity to mentor and train more junior staff.

 

Specific duties will include:

  • Assign and manage correspondence workflow, review and assign correspondence documents to the appropriate personnel for response through the Correspondence and Task Management System (CATMS).
  • Monitor due dates for office tasks/requirements and keep leadership informed of impending deadlines.
  • Prepare formal, official correspondence based on inputs from other supporting staff members, directors and/or senior level personnel. The memos, letters and other documents shall follow official DoD correspondence guidance such as “DoD Manual for Written Material: Examples and Reference Material” (DoDM 5110.04).
  • Provide administrative support for meetings including gathering background information to support senior officials’ attending high profile meetings.
  • Maintain calendars and/or schedules of designated personnel within the respective offices and coordinate daily activities to include: scheduling, coordination, security clearances and logistical support as related to official meetings and travels; resolve conflicting priorities and requirements; and/or de-conflict/ensure proper attendance and support at high profile meetings.
  • Prepare personnel packages for new assignees
  • Prepare military award packages
  • Draft and prepare Defense Travel System (DTS) authorizations, travel orders and vouchers for designated leadership.
  • Prepare monthly, quarterly and annual travel requirements
  • Assist in preparing other required reports and presentations as needed
  • Manage Top Secret and Special Compartmented Information (TS/SCI), assist in implementing security SOP and internal control execution and classified material handling
  • Operational duties related to human resources, IT, security, facilities management:
  • Answering and routing phone calls and greeting/escorting guests,
  • In-processing new personnel (DD1172; DD2249; DD2875),
  • Requesting and managing all equipment and furniture inventory,
  • Suite access, SCIF maintenance, and burn bag destruction,
  • Resolution of IT and network issues, and
  • Ordering/maintaining supplies
  • Other responsibilities and duties as assigned

EDUCATION AND EXPERIENCE

Advanced degree in a discipline relevant to the position plus at least 4 years of relevant professional experience; or bachelor’s degree plus at least 8 years’ relevant professional experience.

 

SKILLS AND EXPERIENCE

  • Current DoD Top Secret clearance required, with ability to obtain SCI
  • Proficiency in executive level protocols and knowledge of the structure and missions of the OSD and the Components.
  • Knowledge of the DoD Manual for Written Material: Examples and Reference Material” (DoDM 5110.04)
  • Knowledge and experience using DTS and CATMS
  • High level of proficiency of the English language, both written and oral
  • Highly proficient with the Microsoft Office Suite of applications, especially Word, Excel and PowerPoint
  • Ability to provide solutions to customer issue and solve problems quickly
  • High energy with the ability to work in a fast-paced team environment, adapt to rapidly changing requirements, and multi-task
  • Relevant work experience of at least 10 years is strongly desired.
  • A college degree and military background is desired.
  • Experience obtaining theater and country clearances according to the Foreign Clearance Guide DoD 4500.54-g is desired

JBANS ANSER // An Equal Opportunity Employer

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