Administrative Assistant II

BryceTech•Frederick, MD

6d•Onsite

About The Position

BryceTech is currently looking for an Administrative Assistant II. This position will be supporting Joint Program Executive Office for Chemical, Biological Radiological Nuclear Defense (JPEO CBRND) – Joint Project Lead Enabling Biotechnologies (JPL EB). This role will provide vital support to office operations by managing schedules, handling communications, organizing files, and assisting with day-to-day tasks across the organization.

Requirements

Possess experience working directly with senior-level leadership within the CBRNE or acquisition community.
Possess editorial skills, to include proper grammar, spelling, style, and structure.
Possess comprehensive knowledge of the travel regulations and DTS.
Possess comprehensive knowledge of the Microsoft Office suite of software, with specific experience in effective use of Outlook, PowerPoint, Excel, and Word.
Strong communication skills, both orally and in writing.
Possess a working knowledge of Department of Defense (DoD) classified document handling procedures.
2 years experience utilizing Microsoft Office suite of products
Experience working with the Defense Travel System (DTS)
Valid Driver’s License
Secret Clearance

Responsibilities

Support program offices with Defense Travel Administrator (DTA) for DTS.
Complete all travel activities (e.g., creating orders and vouchers, processing passports, etc.) for all EB senior leadership and AJPEO MRAS
Support document staffing and task management within the Document Staffing Task Management System
Assist in the review of documents, reports, and presentations.
Successfully complete all training related to the assigned position.
Implement a set of standard administrative practices that ensure quality and efficiency consistent with organizational and Department of Defense (DoD) community operations and business priorities.
Coordinate day-to-day functions for efficient office operation with JPL EB Administrative Assistant, including but not limited to the following:
Answering all phone calls and ensure messages are taken and acted upon when leadership is unavailable.
Greeting and escorting visitors
Ensuring effective communication across all program areas
Following DoD, Army, and organizational templates and best practices
Managing and creating documents, briefs, and reports
Coordinating facility and logistics support for conference rooms
Operating video teleconference and general audio-visual equipment
Organize and keep the calendar for teams, tracking daily and leave schedules; providing packages, read-aheads, slides, and agendas for planned meetings/conferences/events; and notifying leadership of upcoming events/meetings.
Draft, review, staff, file, format, and update for final review a variety of documents (i.e., memorandums, correspondence, briefings, information papers, issue papers, and meeting minutes).
Provide support at conferences, off-site meetings, and special events.
Manage and facilitate staff meetings, to include making reservations for a conference room and the video teleconference/teleconference/web conference (as applicable), aggregating slides from the appropriate points of contact, setting up conference rooms for meetings (to include checking for connectivity), and drafting and sending out meeting minutes.
Attend (either in person or via teleconference/video teleconference/web conference) and facilitate classified and unclassified senior-level visits as well as home office hosted meetings and conferences.
Facilitation is included but not limited to the following:
Reserving appropriate meeting locations and a teleconference/video teleconference/web conference (as applicable)
Preparing agendas
Sending out meeting notifications
Providing a read ahead and other required support documentation for every meeting at least twenty-four hours prior to the meeting start time
Setting up the meeting space and ensuring connectivity
Participating and/or providing support functions during the meeting
Drafting meeting minutes while following appropriate classified and unclassified meeting procedures
Review and maintain electronic and paper files.
Ensure that appropriate security measures are in place for classified meetings.
Follow all security processes for the organization.
Complete daily physical security checks on a rotating basis for the organization.
Notify the organization's security department of all Foreign Nationals visiting the facility within a required timeframe by completing appropriate documentation.