Executive Administrative Support I

Executive Administrative Support I

Requirements

• Active Top Secret/SCI with Polygraph clearance
• Bachelor’s degree and a minimum of two (2) years of relevant experience as an administrative professional; or a minimum of six (6) years of relevant experience as an administrative professional
• Minimum four (4) years of experience as an administrative professional
• Demonstrated intermediate level of experience of Microsoft Office Suite applications to complete routine to moderately complex tasks
• Excellent oral and written communication skills sufficient to compose and deliver responses to customers’ complex questions in a clear and concise manner
• Ability to obtain extensive knowledge of protocol and precedence, and Agency/IC structure, regulations, and policies
• Analytical skills sufficient to assess and interpret moderately complex information from multiple sources and draw insightful conclusions.

Responsibilities

• Serve as liaison between the designated government staff and other managers, and staff.
• Coordinates the workflow of multiple critical issues within a continuously adapting schedule for the assigned staff, cognitive of the criticality, sensitivity, and confidentiality of the issues both internally and externally within the Agency, Congress, other Intelligence Community organizations, and the private sector.
• Maintains an awareness of internal structural levels and hierarchy within the organization by being cognizant of internal and external interrelationships, styles, and methods of operations.
• Performs a comprehensive range of direct executive office support for a designated staff of 4-6 individuals.
• Maintains a schedule of appointments that involves maintaining calendars, arranging transportation, reserving conference rooms and coordinating with other attendees.
• Prepares background books and/or talking points papers, as needed.
• Monitors and coordinates e-mail for action items and gleans items from staff meetings and weekly reports that require action; creates a system to generate reminders of completion deadlines.
• Answers phones; places, screens, and refers calls to appropriate Agency resources; takes messages and follows-up accordingly to ensure adequate resolution of issues and concerns.
• Prepares for visitors by initiating or passing any needed security clearances and escorts visitors as needed.
• Disseminates the executive’s schedule to appropriate staff and acts as liaison between the Senior Executive and others.
• Receives, sorts, and screens incoming mail; categorizes and prioritizes response needed.
• Develops and maintains accurate records and files management systems.
• Makes travel arrangements and itineraries. Accurately prepares expense statements.
• Maintains an efficient office environment; may include assisting in the ordering of supplies, arranging for the repair of office equipment.
• Back-up support is provided within component divisions as needed.

Preferred Qualifications

• Experience supporting Senior Staff within the Federal Government preferred