The Special Assistant II will assist office staff members with administrative tasks, communications, coordination, and provide other support as necessary or directed. Manage the principal's time by applying working knowledge of mission priorities, principal's business area(s) and personal preferences, sponsor protocol, and organizational hierarchy to screen, vet, and prioritize emails, visitors, and phone calls. Interact confidently and effectively on behalf of the principal by communicating orally or in writing his or her requirements & priorities on routine to moderately complex mission-related issues. Prioritize unscheduled demands and determine threshold of issues that need to rise to principal's attention, using sound judgment, considerable knowledge of the supported mission priorities, and working knowledge of sponsor and/or intelligence community concerns. Provide recommendations, analysis, or feedback to the leadership regarding activities within the open source intelligence arena. This is a singular support role with no supervisory functions. It is strongly preferred that resource be prior familiar with Microsoft Office, Outlook and SharePoint, sponsor access and training software and sponsor voucher & travel systems. The candidate may eventually supervise and train others.
Schedule and prep for monthly group and committee meetings, both in and out of the building. Compile and/or review packages, briefing books, and background materials for accuracy and completeness in support of principal's meetings; evaluate content and highlight key meeting details. The Special Assistant Level II will be expected to become familiar with the various types of meetings and what information or materials are required for each one. The Special Assistant Level II will work with other team members to ensure all requisite information is compiled and all related materials are created/provided to the appropriate personnel in a timely manner.
Copy, file, and respond to documents and messages regarding office related meetings and correspondence, update standard operating procedures, draft documents for review, coordinate with others primarily from work units within or superior to the principal's organization, and with a diverse mix of internal and external contacts to effectively resolve calendar conflicts, applying a working knowledge of protocol. Notify attendees and staff of scheduled calendar items. Maintain leave and meeting calendars and schedule group and committee meetings.
Manage day-to-day office operations and seek to improve office workflow. Clarify assigned roles/tasks, track, and monitor administrative support related actions to ensure completion. Track, monitor, and follow up on ongoing projects and initiatives. The Special Assistant Level II will be responsible for tracking actions items, maintaining a calendar of meetings and events (to include deadlines for deliverables), and ensuring all actions items or deliverables are completed on-time.
Coordinate with others, primarily from work units within or superior to the principal's organization, and with a diverse mix of internal and external contacts to effectively resolve calendar conflicts, applying a working knowledge of protocol. Notify attendees and their staffs of scheduled calendar items. Maintain leave and meeting calendars, schedule group, and committee meetings.
The Special Assistant Level II will anticipate requirements and subsequently independently research and analyze information required for meetings, seek information from personnel within the supported principal's organization or appropriate sponsor, intelligence community or other external resources to provide background information the principal will require for meetings and other engagements. Follow-up to ensure material is ready for review in advance of meetings. The candidate will work with other team members to prepare required materials or information for working meetings, identify action items, and provide formal written summaries of meetings, actions, attendees, or any other pertinent information within established deadlines after the meetings have taken place. There are specific guidelines for when formal summaries must be provided that vary based on which meetings are attended. The Special Assistant Level II will be expected to learn these and ensure that all deliverables are provided to management in accordance with guidance received.
The Special Assistant Level II must be able to interact with outside field office admins and/or staff in a professional manner. The candidate must be able to communicate clearly and succinctly with other senior level management or support staff verbally and in writing. It is imperative that the candidate understand the audience and the potential impact of his/her actions with outside offices as a representative of this office. This position requires a high-level of organizational awareness and the ability to operate ;within a fast-paced environment that has continually evolving demands and requires the candidate to be able to adapt to unforeseen circumstances with little or no notice. The Special Assistant Level II will provide daily support to principal to include prioritizing requests against pre-established hierarchy, maintaining an executive level schedule of appointments, and proactively identifying conflicts and resolving or escalating, as appropriate.
Occasional travel support using sponsor travel and voucher software for group staff officers.
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.