The FO SA Team serves as a customer facing primary liaison between the designated senior executive manager and other Sponsor senior executives, management, staff and a diverse range of external resources; performing a comprehensive range of direct executive office support for technical and official functions requiring an extensive knowledge of the Sponsor Org coordination with other Sponsor and OGA elements, extensive scheduling and meeting/appointment coordination, composition of correspondence, tracking and monitoring of on-going projects and initiatives, coordinating travel arrangements and itineraries, meetings, conference calls and developing and maintaining records management systems. The FO SAs also manage critical issues and adapt schedules within the parameters of broad discretion as well as interpret and communicate any issues, concerns and/or program intent identified by the senior executive manager to other managers and staff. The FO SA position requires excellent oral and written communication skills sufficient to compose and prepare responses to routine to highly complex requests in a clear and concise manner. Extensive knowledge of proper English usage, spelling, punctuation, and proofreading skills. The FO SA will be required to create and route internal memorandums for information or approval using Sponsor Communication Systems for internal (and most external) correspondence. All other official correspondence should adhere to the Sponsor's Correspondence Handbook. The SA must work a flexible schedule determined by work assignments that frequently requires overtime or extended hours beyond 1860 (1 FTE) annually. The FO SA Team will be expected to ensure that FO coverage extends from before the Principals arrive in the morning until close of business for the day. ***Core Hours: There are no established core hours required for the position. The SA's schedule will be dependent on the schedule for the Principal(s) he/she supports in coordination with other members of the FO SA Team.***
The FO SA will be required to have proficient experience with customer systems/capabilities to include Microsoft Outlook, Microsoft Office, SharePoint, Sponsor Access Request System, Sponsor Procurement System, Sponsor Timekeeping System, Sponsor Internal Communication System, Sponsor Travel systems, etc. Advanced skills with Microsoft products is desired. Prior Sponsor experience is preferred. No formal certifications are required. Advanced use of Microsoft Outlook is desired. Required training includes Sponsor Internal Supervisor. Communication Writing fundamentals, Operational Records, Timekeeper and Supervisor.
The FO SA will work with the SA team to provide direct support to at least one of the three Associate Deputy Directors and may additionally include one or more other Senior principals. The FO SA will manage any unscheduled visitors to the FO, answer phones, adhere to security consistent protocols, and may be delegated Read/Edit Access to the Principal's lnbox and Calendar. The FO SA will serve as a backup to other members of the SA Team. Duties are subject to change as needed lor as mission requirements dictate. The FO SA will serve as a liaison between FO and other Senior Executive managers and their staffs, collaborating across the Sponsor Org, OGA's, USG and Partner Commercial Organizations, interfacing with senior-level counterparts in the Sponsor Org and OGA's to maximize efficiency in scheduling meetings. The FO SA will monitor and prioritize emails for items requiring immediate attention or action; reviewing incoming correspondence for correct format and classification to ensure adherence to Sponsor guidelines on behalf of the Principal. The FO SA in collaboration with the FO SA and EA Teams, will manage and coordinate all appointments and events on the FO Principals' calendars, to include identifying meeting locations, and resolving conflicts with minimal guidance using knowledge of the principal's priorities, responsibilities, and preferences. The FO SA will have edit access to all of the FO Principals' calendars. Required qualifications: Excellent customer service skills, demonstrated by anticipating and responding to the assigned Senior Executives and other Sponsor Senior Executive level managers, managers, and staff. The ability to be discreet and maintain confidentiality within the office.
The FO SA will assist in coordinating all internal FO recurring meetings !(weekly/monthly/quarterly) with Senior Leadership to include internal/external meeting requests with senior leaders from OGA's or Commercial partners. Meeting preparations include reserving conference rooms (local/across WMA), ensuring the availability of VTC capabilities, confirming meeting attendees in advance, and preparing executive binders as required. For external meetings that require travel to external buildings, the FO SA will be responsible for arranging transportation, ensuring facility access, and transfer of clearances as required. The FO SA will ensure that all meeting materials, with the exception of the Career Service Board (CSB) or other personnel related materials, are made available to the FO EAs who have the primary responsibility for preparing read-ahead and briefing materials for the Principals.
The FO SA serves as the focal point for the FO and is expected to properly welcome visitors and guests, often senior staff personnel, and escort them to the proper office or location for their visit. The FO SA will be responsible for coordinating Visitor Requests to include completing information in the Visitor Request System, coordinating the transfer of clearances, and reserving VIP parking as required. The FO SA will serve as the Vault Custodian for the FO suite and will be required to assist with the Time and Attendance process by serving as a Timecard Administrator working with the Chief of Staff to ensure T&As for all Staff are submitted on time. The FO SA will also be responsible for the onboarding/offboarding process for incoming/outgoing personnel to include requesting vault accesses, updating FO email groups, managing office rosters and phone trees.
The FO SA manages all support arrangements for foreign and domestic TDYs for the Principal they provide immediate support to. This includes submitting the original request for travel and voucher/accounting completion in Sponsor Travel Systems; contributing to the preparation of TDY concurrence cables; submitting passport and visa requests; ensuring appropriate security requirements and medical clearances are completed in a timely manner, to include scheduling of any additional medical exams required for the AOR. The FO SA will also note and schedule any training requirements and POV reimbursements as required.
The FO SA will be responsible for implementing the FO Records Management plan to include archiving and or digitizing formal office records (i.e., signed memos or correspondence). The FO SA will send correspondence on behalf of the Principal as required in coordination with the Chief of Staff or the FO EAs. The FO SA shall maintain an SOP for managing the FO recurring meetings schedule to include best practices for maintaining the FO Principals calendars to ensure consistency across the FO SA team.
The FO SA will complete tasks that result from the weekly Calendar reviews as required. The FO SA will be required to support planning for Award Ceremonies, All Hands, Conferences, and other special FO events as required. The FO SA Team will be required to manage scheduling for all of the FO CRs and will review, prioritize and manage the distribution of FO mail as required.
The FO SA in coordination with other FO SAs, will track FO supply inventory, place supply orders, and manage the supply budget as required; assist in managing, coordinating, and planning any significant Office Renovations or Moves and provide status updates as required; monitor the status of equipment/IT requests, initiate and track trouble calls/tickets without prompting. The FO SA will be expected to serve as backup to the other FO SAs as required.
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.