REQ#: RQ73231 Administrative Assistant III - TS/SCI w/Poly (Open)
Travel Required: None
Requisition Type: Regular
The AA will provide direct executive support to the Chief, Deputy Chief, EXO, several Branch Chiefs of the department, working independently with general review and guidance from Government POCs. This is a customer facing role and the AA will be expected to interact with Sponsor officers at all levels. Schedule requirements: Work schedule is flexible but AA must be available to work during core hours M-F 09:00am to 3:00pm. AA must have the ability to exercise tact, diplomacy and discretion while serving as a principals liaison for interactions with officers at all levels within and outside the organization. Excellent verbal/written communication skills required to communicate requirements, guidance and other information to the team. Travel to other buildings and TDY is not required.
The AA must be proficient using the Sponsors travel systems, in addition to the Sponsors supply ordering, internal communication, time & attendance, conference room finding tool and access request system. The AA must be proficient using Microsoft Office applications as follows: - Basic proficiency with Excel, PowerPoint, Word - Intermediate proficiency with Outlook Customer is willing to train on Sponsors internal messaging system and other databases that are specific to the job.
AA provides general administrative support in a timely manner to the office, including ordering office supplies, ordering computer accessories and printers; arranges repairs for office equipment and facility repairs.
The AA will develop and maintain division check-in/out procedures; monitor that check-in/out procedures are completed for arriving and departing employees. They will develop and maintain office roster and phone trees / cards. Candidate will maintain office email groups, Share Drive and associated folder structure, working with Sponsor request applications as necessary. AA will maintain Division org chart and staffing counts by work unit and keep track of seating charts. Provide conference manager support for employees, and reserving conference rooms. Coordinate attendance to specific training courses for new employees with the XO. Serve as Recorder for time and attendance for everyone in the office, ensuring timely submission. Greet and/or escort all office visitors and guests.
AA will plan, schedule, organize, and execute meetings, conferences and off-sites; may participate in meetings and events as a recorder or working group member; may brief or present administrative support related information. The AA will assist in planning of dynamic and fluid group meetings and events to include weekly staff meetings, monthly administrative meetings for the group, reporting back to group management and executing taskings. The AA serves as focal point for division actions, consolidating response(s) for Front Office review and dissemination, as necessary.
The AA must possess excellent communication skills sufficient to respond to customers complex questions; communicate procedures and processes to management, co-workers, customers, and stakeholders; and to provide guidance on pertinent changes to business functions and operations in a manner that is easily understood. AA recommendations for administrative improvements and changes to implement in order to improve efficiency and effectiveness in the office are encouraged.
The AA assists in planning of dynamic and fluid group meetings and events to include weekly staff meetings, monthly administrative meetings, and reporting back to group management and executing taskings. The AA provides moderate scheduling and meeting/appointment coordination and uses critical thinking to de-conflict schedules and anticipate and plan future events. AA will determine appropriate meeting venue and arrange for needed logistics and security (required audio/video capabilities; adequate size room or other venue; transportation, sufficient travel time, parking; visitor requests) to ensure principal and/or attendees have the required access and resources to attend and participate in the meeting or event. The AA will process visitor access requests to facilities and information required for accesses.
The AA provides travel arrangements for Chief and Deputy Chief and their itineraries; ensures proper travel documentation is processed and completed before date of travel.This is infrequent travel CONUS and OCONUS that may happen on a monthly or quarterly basis. The AA troubleshoots travel questions from members of the office including passport/visa requirements so that the members can arrange their own travel, submit training requests and POV vouchers. The AA will serve as the focal point for these questions and will direct users to the correct group or website that handles these requests.
AA may provide direct calendar support to Chief and Deputy Chief. They will lead the day-to-day administrative activities for the office. The AA will maintain a schedule of appointments, coordinate meetings, and follow-up on requirements bringing them to completion for a manager or others in the work unit.
We are GDIT. The people supporting some of the most complex government, defense, and intelligence projects across the country. We deliver. Bringing the expertise needed to understand and advance critical missions. We transform. Shifting the ways clients invest in, integrate, and innovate technology solutions. We ensure today is safe and tomorrow is smarter. We are there. On the ground, beside our clients, in the lab, and everywhere in between. Offering the technology transformations, strategy, and mission services needed to get the job done.
GDIT is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other protected class.