This position is in support of a contractor workforce program office. This position is the primary administrative assistant for an office of -25 people co-located in one vault, supporting direct administrative support for three leadership positions and general administrative assistant to the remaining staff and contractors split into various small teams. The tempo of the office is slow to medium paced, depending on the mission tempo of our customers.
Level of autonomy is independent. This is a dynamic environment. The interactions are 'behind the scenes" for the most part, though coordination on behalf of the leadership will require direct interaction with support for other senior sponsor leadership on a frequent basis. This position will often manage communications on behalf of the leadership with customers at the senior leadership levels within the sponsor organization. This position requires professionalism in verbal and written communications, and is not required to present or brief. Expected hours are 0900-1500 Monday through Friday. Physical requirements are that of a normal office environment - able to lift boxes such as printer paper and load and dispose of internal documents on an as-needed basis. There is no expected local or other travel.
The candidate must know how to use a fax machine. Must have intermediate proficiency with Microsoft Office programs such as Word, Excel, PowerPoint. Expected basic calendaring and how to navigate and use Microsoft Outlook to control schedules and conference room availability. Must be able to work independently and is strongly preferred to have experience with submitting and tracking sponsor requests in sponsor access tracking system for office accesses. Experience with SharePoint is a plus.
The candidate will monitor incoming phone calls for leadership and is expected to professionally greet visitors to the office. The candidate will utilize web-based applications to initiate, submit, and track visitor access and be expected to escort visitors and repair staff as needed. Responsible for inputting and tracking the onboarding/offboarding process to include tracking requests for access, updating internal documentation such as org chart or phone tree changes as needed. Schedules meetings with outside vendors to include visitor access request. Announces verbally and via digital announcement to the office when visitors are present in the vault. Coordinates standing internal office meetings, schedules meetings on behalf of office with the vendors, and infrequently supports special events. Manages schedule and access to a shared detached vault as well as our conference room. Coordinates requesting and reserving external conference rooms and video teleconference capabilities.
Manages bi-weekly meeting invites and conference room/video teleconference support for vendor meetings (-20 per month), supports adhoc meeting invites and schedules on behalf of the office leadership (-20 per month}. Calendaring is >30% of the job. Most meetings are of low complexity, however infrequently a more complex meeting request will be required that involves de-conflicting scheduling with other office personnel at all levels of the sponsor organization. The position will have add/change calendar control for leadership, as well as potentially the business manager positions. Infrequently, the position will also assist in scheduling meetings on behalf of the contracting officer and area security officer.
The candidate will be responsible for working independently with minimal supervision or follow-up and providing administrative support to the clearance request processes by submitting electronic and/or fax submission of paperwork, logging status updates etc.
Manage office supplies and order as required via internal supply ordering system(s). Assist in submitting ticket requests for movement and/or repair of any equipment between offices (workstations, printers, scanner, varidesks, safes, phone numbers, etc.). Maintain and update phone cards. Coordinate any vault changes such as COVID mitigation measures with external providers and provide updates to office Leadership. Submit and track status on any IT tickets to include initial purchases or help desk tickets.
Meeting preparation is required, however it is a variable level of support in the time of COVID. Arranging printed copies of slide decks, ensuring video teleconferences are working etc. Meetings are rarely ad hoc and usually scheduled weeks in advance.
Low-volume copying and filing may occur while in this position. May be asked, on behelf of management, to review documents for grammar and spelling, and utilize written communication skills to edit comments and communications for office. The candidate will update and implement standard operating procedures related to their role.
In support of the office training lead, the candidate will serve as an additional point of contact for the office and provide administrative support for training offerings. Will assist in planning and scheduling of training offerings, serving as a back up for maintaining training offerings in the sponsor training databases. Must be willing to become a back-up registrar and will assist with reserving rooms and coordinating the virtual and in-person registrations and drops for both responsible officer and finance trainings. Must know basic Microsoft SharePoint or be able to quickly learn it and be able to update the training offerings on the office's internal Microsoft SharePoint site.
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.