Mission Support Administrator & Executive Admin |
USIS International
Posted on: 5/21/12 |
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Minimum Security Clearance
Intel Agency (NSA, CIA, FBI, etc) Clearance
- Top Secret Full Scope Poly requirement |
Location
McLean, Virginia 22102 (map)
 Workplace: On-Site/Office
Travel: No Traveling
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USIS has immediate and ongoing openings for experienced Executive Administrative Support and mid-level Administrative Assistant roles supporting one of our intelligence community clients. Candidates must have previous experience.
**This position requires an active TS/SCI security clearance with a Lifestyle Polygraph. Candidates who do not currently hold this level of clearance will not be considered.
Job Responsibilities:
Provide oversight for the daily activities of the Senior Government Executive's Office including performance direction of, if assigned, one or more administrative assistants.
Manage the Senior Government Executive's and other office personnel's calendar, phone, e-mail, travel and contacts (both internal and external) using Microsoft Outlook, the internal conference room scheduler and the Visitor Access the system. Supporting Senior Government Executive's is this position's primary responsibility.
Collect and prepare materials for use in meetings/discussions. Meetings and/or discussions may be with the both higher and lower echelons within the Division.
Compose correspondence, monitor external internal communications, address communications in an expeditious manner and bring critical issues to the Senior Government Executives.
Take meeting notes, summarize and distribute to appropriate office staff.
Manage incoming and outgoing communications, including telephone, c-mail and fax.
Initiate and follow up on high-level contacts inside and outside of the Branch.
Schedule and coordinate video teleconferences and conference calls.
Coordinate all logistical details for meetings and events. For meetings, this includes scheduling rooms, sending out meeting announcements, tracking attendance, arranging food, take minutes as appropriate and distributing follow-up materials.
Coordinate logistics for drivers and transportation for Sr. Government Executives.
Maintain a Branch organization chart that includes both government and contractor personnel and both local and dispersed organization elements.
Create/format documents, spreadsheets, databases and presentations.
Create, maintain and update charts, lists and calendars as well as reporting travel schedules and attendance to the front office.
Maintain and track travel and due diligence budgets.
Maintain official files and work with staff to create and maintain official files for the division.
Assist staff with proofreading, formatting and data input on Excel Spreadsheets, PowerPoint and Word documents (using track changes when needed).
Assist in preparing local, domestic and international travel arrangements, including authorizations, vouchers, and reimbursements through the Senior Government Executive and team as well as a in follow up on preparation of travel reimbursements to ensure timely filing and train new members on travel procedures. Experience utilizing TRIAD for travel is desired.
Review directives and instructional material pertaining to administrative practices and clerical policies and procedures to stay abreast of new, revised or amended policies and regulations.
Performs detailed administrative function for a government organization. Prepares, processes, monitors and updates required reports and documents including schedules and forms. Prepares, develops and updates charts and graphics for presentation.
Coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations.
Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention of the staff.
Receive and screen communications including telephone calls and e-mail messages, and provide assistance using independent judgment to determine which require priority attentions; prioritize, channel, and facilitate communication from program managers.
Write/draft routine correspondence for staff signatures.
Archive correspondence.
Attend management, committee, and other meetings and take minutes, as directed.
Serve as on-site liaison and point of contact for clients, consultants, and affiliate organizations. Answer questions and resolve or refer concerns by communicating proactively and demonstrating commitment to high quality service.
Required Skills Include:
Excellent organizational skills.
Must be able to multi-task and able to work in a high paced office.
Must be comfortable working independently with lots of phone and on-line interaction and able to complete assignments on-time without extensive supervision;
Very comfortable making decisions independently. Accustomed to making independent decisions/judgments about work priorities.
Attention to detail and a tolerance for working on multiple projects simultaneously;
Organizing own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with a minimum of direction;
Exemplary customer satisfaction skills;
Demonstrated commitment to completing projects on a timely basis;
Business correspondence formatting;
Standard office administrative practices and procedures, including the use of standard office equipment;
Analyzing and resolving office administrative and procedural problems;
Excellent verbal, written and computer skills;
Communicating effectively with co-workers, subordinates, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information;
Ability to take initiative, multi-task & work well under pressure;
High level of proficiency in the use of Microsoft Office programs, especially MS Word, MS Excel, and MS PowerPoint.
Clearance: TS/SCI with Lifestyle Poly required
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| The Company |
Who are we?
For more than a decade, USIS has been an industry leader that offers a wide range of security-based information and service solutions to both government and corporate customers, in the United States and abroad.
Our Security Solutions group provides mission-critical services and solutions supporting U.S. national security customers. Our highly skilled, cleared professionals have specialized experience supporting all intelligence disciplines and are capable of providing a wide range of intelligence operations and information technology services to the Defense and Intelligence Communities worldwide. With more than 7,000 skilled employees holding clearances up to top secret and higher, we are ready to assistregardless of the challenge.
USIS IS AN EQUAL OPPORTUNITY EMPLOYER
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Preferences
5+ yrs experience
Employee
Industry Category: Admin/Clerical/Secretarial
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