Executive Administrative Support

Cherokee Federal•Arlington, VA

4d•Onsite

About The Position

The Executive Administrative Support person will provide a variety of complex and routine administrative duties to support the US Space Force with minimal or no supervision and in compliance with written and oral guidance and policies, execute independent decisions within established guidelines and perform a full range of administrative services and executive assistance support. As required by our governmental client, this position requires being a US Citizen AND an active Secret clearance with TS SCI eligibility.

Requirements

Associate degree.
Minimum of five (5) years’ of experience working within the DoD performing the tasks listed, Space Force preferred.
Candidates must be US Citizens.
Candidates must hold an active SECRET clearance and be TS SCI eligible.
Candidates will be subject to a US Federal Government background investigation and must favorably pass a drug screen.
High familiarity in Defense Travel System (DTS).
High familiarity with the Task Management Tool (TMT).
Advanced skills in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, SharePoint).
Knowledge/skills with MS Teams, Webex, Zoom.
Ability to identify and resolve challenges at a strategic level, time management, and ability to multi-task.
Excellent and advanced organizational, interpersonal and judgment skills.
Excellent and advanced oral and written communication skills.
Staff experience supporting DoD or Federal Government Headquarters’ senior leaders.
Must pass pre-employment qualifications of Cherokee Federal.

Nice To Haves

Space Force preferred.

Responsibilities

Coordinate executive communications, including taking calls, responding to emails, and interfacing with external organizations.
Prepare and review internal and external documents.
Maintain an organized filing system of paper and electronic documents.
Populate and publish SharePoint updates.
On-boarding/Off-boarding members - Update rosters/checklists, distributing/collecting applicable documentation, drafting emails, etc.
Track and submit office supplies for the front office, to include military awards/accoutrements, patches, coins, etc.
Field calls and greet visitors and respond to telephone calls, take messages when appropriate, and direct callers or visitors to requested government staff, plan and coordinate conference and office visits with distinguished visitors.
Staff & Administer Documents, prepare and develop correspondence, reports, memorandums, presentations, ready-to-send (RTS) emails, and other forms of communication for distribution across the organization.
Distribute correspondence to all individuals in accordance with approved guidelines and processes, search and retrieve documents from databases and files as requested and provide research to assigned staff as necessary, prepare and coordinate documents for review and distribute electronically as necessary.
Plan, coordinate, and organize events and all secure facilities (onsite and offsite) prior to event by coordinating with the conference room coordinator or applicable office/agency, submit all presentations in requested format by supported staff within the prescribed time frame.
Draft meeting minutes, distribute meeting documents and post meeting minutes, as necessary to participants.
Review correspondence for signatures from members of assigned staff, the supervisor, or other senior managers for proper format, Review conformance with procedural instructions, grammar, typographical errors, accuracy, and necessary attachments.
Properly monitor and track correspondence as required in approved databases to ensure that all assigned suspense requirements are met, distribute correspondence to all individuals in accordance with approved guidelines and processes.
Plan, coordinate, and organize events/meetings (on site and off site) for assigned headquarters organization
Responsible for securing facilities, submitting presentations as required by supported staff within the prescribed time frame.
Secure necessary equipment (projector, computer, etc.) to conduct briefing. Operate equipment (projector, computer, etc.) as required.
Take attendance at meetings as necessary and draft and distribute meeting minutes as necessary
Schedule meetings and appointments/ invite appropriate attendees.
Maintain and manage calendar of activities, meetings, and events.
Coordinate with other executive staffs to develop meeting/travel agendas (if applicable).
Assist with setting up Video Tele Conferences (VTC), Microsoft Teams Meetings, Webex, Zoom, SharePoint or any other platform utilizing by the Government.
Coordinate with enterprise entities to codify travel plans for leadership.
Manage travel itineraries/agendas for leadership.
Create authorizations for leadership in Defense Travel System (DTS) IAW the Joint Travel Regulations (JTR).
Prepare and validate Trip Books for Senior Leaders Travel.
Manage the directorate’s assigned tasking’s using the Enterprise task Management Software Solution (ETMS2 aka TMT) and other Tasker emails from external organizations/staffs.
Review ALL Taskers; assign, close, update, reply to Tasker emails, phones calls as needed to escalate tasks, meet deadlines and coordinate w/Headquarter-level offices.
Create Taskers for office.
Maintain assigned files and record systems in accordance to approved guidelines.