The Special Assistant (SA) will provide direct administrative support to the Director and Deputy Director of the Office both SIS-2 level positions. The SA will be the focal point for their calendars; share the responsibility for two conference room calendars with a Staff SA; and will be the backup SA for five (5) SIS and GS-15 Group Chiefs. The SA's authority and need for discretion is significant due to the Front Office environment and sensitivities of the Sponsor identity program. While most work is transactional, the SA will have both written and verbal interaction with all levels of Office staff, senior-level Sponsor Officers, and their support staff including being the ''face of the Front Office" in the main vault. All duties will take place in the Front Office. The officer will be responsible for reviewing and editing a limited amount of executive correspondence for the office but is not expected to brief materials. Core hours will be coordinated with the Director, Deputy Director, in coordination with the Staff SA to ensure coverage for the FO. Though not expected, local travel could consist of meetings held in other Sponsor facilities in the WMA.
SA candidate must have at the minimum a basic familiarity with core Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, OneNote) as well as SameTime, Skype, and Lotus Notes. The SA must be able to quickly learn and successfully use on a daily basis the core functions of client specific applications including Sponsor Internal Communications System, Sponsor Access Request System, Sponsor Supply System, Sponsor Time System, etc. Customer will train SA on client application(s) and systems as needed. While not required, previous experience and familiarity with Sponsor culture and environment will aid in quicker acclimation to the Office's mission.
The SA is the primary focal point for, and will have shared access to edit, the Director and Deputy Director's calendars and back-up for five (5) Group Chiefs. The SA will mitigate all Director and Deputy Director calendar conflicts and prioritize in accordance with Front Office direction.
The SA will be required to prepare copies of meeting prep materials only a baily basis for the Director, Deputy Director, and Chief of Staff for both regularly scheduled and ad-hoc meetings. These materials will primarily consist of Microsoft Office products and PDFs. The SA is not expected to attend or participate in briefings/meetings or produce minutes/summaries. The SA will be required to coordinate and communicate with appropriate POCs if materials are not received in a timely manner.
The SA will be part of the administrative team to support the arrival and departure of Office personnel including submitting access requests for email and groups; updating and printing office phone cards and phone trees; and submitting vault access requests. The SA will be required to professionally greet all scheduled visitors and walk ins to the Front Office including individuals representing all levels of the Sponsor and Sponsor Community.
The SA will review and track official correspondence created by or for coordination and signature by the Director and Deputy Director. The SA will manage two shared conference rooms in coordination with the Staff SA.
The SA will have access to the Share Drive to ensure accurate record keeping of official correspondence and materials in support of the Director and Deputy Director. The SA will draft, proof read, and track official correspondence ranging in complexity and audiences across the Sponsor Org and Sponsor Community. The SA should have the interpersonal skills to work with Sponsor personnel (staff and contractor). The SA will correspond through various electronic communication formats and telephonically.
The SA will order office supplies in support of the Front Office officers as needed. The SA will backup the Staff SA as needed for calendars and meeting prep for 5 Group Chiefs.
The SA will be required to prepare occasional domestic and international travel for the Director, Deputy Director, and Chief of Staff to include travel arrangements, travel documents, and preparing prep materials in support of the travel.
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.