Senior Executive Administrative Assistant

  • Job Tracking ID: 512454-573311
  • Job Location: Arlington, VA
  • Job Level: Any
  • Level of Education: Any
  • Job Type: Full-Time/Regular
  • Date Updated: May 30, 2017
  • Years of Experience: Not Applicable
  • Starting Date: ASAP
  • Apply type: application



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Job Description:

Ian, Evan & Alexander Corporation (IEA) is in search of a Senior Executive Administrative Assistant in Arlington, VA.

The Senior Executive Administrative Assistant will be responsible for the following:

  • Serve as technical point of contact for government staff personnel in a sensitive compartmented information facility (SCIF). The contractor will have expert knowledge of Microsoft Office Suite, knowledge of government and best business practices, experience in writing, technical editing and professional communications skills. Must be proactive and have the ability to work well with others, to include senior military and government officials.
  • Provide correspondence staffing support to organization action officers using USD(I) templates for all required correspondence actions e.g., formal letters, memorandum, read-ahead briefing/meeting packages, activity reports, senior leadership reports, and travel/training/personnel documents. This may include delivery/pickup of documents within the local travel area.
  • Prepare and maintain essential logistic and security requirements for the SCIF, to include handling of classified waste via burn bags and requisitioning of office supplies.
  • Ensure Director daily calendar operations are accomplished in a timely, professional, responsive manner for senior management, internal and external staff, and those external to the organization. Tasks include monitoring access to SCIF, answering phones, maintaining office files and the office filing system (electronic and hardcopy), and tracking action items in the suspense portal.
  • Arrange for meetings, conferences, and video-teleconferencing, to include taking minutes, maintaining invitation and attendee contact rosters. Escort visitors as required. Prepare travel authorizations, make travel arrangements, and process travel vouchers via the Defense Travel System for organization members.
  • As required, provide administrative support for other entities. As required, prepare personnel accountability reports for the organization.
  • Perform administrative, executive assistance, and logistical tasks which include answering phones, taking messages, making photo copies, scanning documents, sending/receiving faxes. Maintain physical security of the office space by providing and adhering to OUSDI entry control point processes and procedures. Initiate and coordinate security paperwork, maintain security files, and assist personnel with site visit requests, passing clearances, and obtaining passports, visas, and travel orders as needed. Other tasks include conference room scheduling, video teleconferencing set-up as required/needed, and proofreading documents to include but not be limited to the information papers, policy, information campaign materials, and support for crisis actions teams, special task forces and other related activities as required/needed. Collect and prepare materials for use in meetings/discussions and to create and maintain official files for the Directorate. Administer briefings, debriefings, and other administrative updates as required/needed for personnel serving in positions requiring special access.
  • Handle personnel and physical security issues; address security requirements for highly classified sensitive COMSEC equipment and IT systems. Provide program security analysis support. Provide the Directorate with security expertise; support special technical operations research and analysis, planning, and security management of sensitive activities, sensitive networks (PDAS, USBICES), and other intelligence-related matters.

Experience and Skills:

  • 5 years of experience providing administrative support to senior military/civilian officials

  • Demonstrated excellent communication skills, ability to review tasking’s and assign actions based on knowledge of the organization and its activities

  • Professional demeanor; ability to multi-task

  • Experience with Microsoft applications

  • Experience processing travel arrangements and vouchers; military and civilian awards; and military and civilian personnel evaluations

  • Experience and ability to properly format documents using appropriate standards

  • Experience scheduling meetings, establishing VTC connectivity, and interacting with other senior government officials

  • Experience tracking multiple staff actions

  • Ability to manage supplies, manage office functions, process security paperwork, work country clearances, passport, and other travel requirements, and coordinate for needed office maintenance, IT, and phone requirements.

Ian, Evan & Alexander Corporation (IEA) is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.