Executive Assistant for TMAS AEDC

Canvas Inc.

23h

About The Position

Provide direct administrative support to the TMAS AEDC Program Manager (PM) and Deputy PM, as well as to Branch Leads, Group Leads, and technical staff as directed. Maintain a positive and welcoming presence in the office, providing assistance in a professional manner at all times. Address travel needs of the workforce, both CONUS and OCONUS, following established approval processes. Maintain an adequate inventory of office supplies, drinks, snacks, etc. Maintain email distribution lists, adding and deleting members as needed to maintain currency. Maintain local employee records in a secure manner. Maintain communication with administrative workforce at other locations. Coordinate lunches including catering arrangements and/or personal pick-up and delivery of food/drinks. Assist in planning and conducting group outings of the TMAS Team, including researching potential venues and activities, selecting optimum schedule dates, and communicating such events to the workforce in a manner that maximizes participation. Assist in acquiring computer hardware and software via AEDC processes. Track workforce completion of training assignments. Compile and manage telework agreements. Track and file employee access requests. Scan/print documents and/or make copies as requested. Conduct quality reviews of various documents prior to submittal to customer. Maintain shared workforce folders, frequently updating with current forms and processes. Serve as backup for various administrative tasks. Schedule meetings and appointments including interviews, new hire breakfasts, performance assessments, staff meetings, etc. (attend as requested). Maintain meeting calendar(s). Complete Labor Category Verification (LCV) forms for candidate new employees. Complete and submit Form 860 badge requests to Visitor Center. Complete DD2875 forms for new employees. Prepare the monthly A008 “TMAS roster” deliverable. Address requests for Personal Protective Equipment (PPE) as well as employee reimbursements. Gather and track monthly receipts. Address Common Access Card (CAC) needs of the workforce including routing of MP ICAM forms and completion of monthly CAC reverifications. Process employee terminations. Compile and address initial editing of monthly report inputs in preparation for PM review. Research and book travel arrangements for the PM.

Requirements

Possess, or ability to acquire, and maintain a Secret DoD clearance
Bachelor’s degree or six years of applicable work experience
Strong interpersonal skills with ability to interface effectively with wide range of personality types
Exceptional communication skills, both verbal and written
Proficiency with Microsoft Office products, in particular, Outlook, Word, Excel, and Power Point
Proficiency with PDF files, including creation, revision, and processing of all types of documentation using available features of the software, in particular, digital signature incorporation
Familiarity with Teams including setting up calls and meetings, establishing channels, and adding/deleting members
Strong technical editing skills to facilitate detailed document reviews and incorporations of revisions to enhance quality, consistency, and readability
Ability to learn AEDC systems and processes and become proficient in their use
Ability to multitask, handling a diverse set of assignments and completing them based on assigned priorities and established deadlines

Nice To Haves

Graphic design capabilities
Financial management/cost accounting
Records/file management
Knowledge of project management basics

Responsibilities

Provide direct administrative support to the TMAS AEDC Program Manager (PM) and Deputy PM, as well as to Branch Leads, Group Leads, and technical staff as directed
Maintain positive and welcoming presence in the office, providing assistance in a professional manner at all times
Address travel needs of the workforce, both CONUS and OCONUS, following established approval process
Maintain adequate inventory of office supplies, drinks, snacks, etc.
Maintain email distribution lists, adding and deleting members as needed to maintain currency
Maintain local employee records in a secure manner
Maintain communication with administrative workforce at other locations
Coordinate lunches including catering arrangements and/or personal pick-up and delivery of food/drinks
Assist in planning and conducting group outings of the TMAS Team, including researching potential venues and activities, selecting optimum schedule dates, and communicating such events to the workforce in a manner that maximizes participation
Assist in acquiring computer hardware and software via AEDC processes
Track workforce completion of training assignments
Compile and manage telework agreements
Track and file employee access requests
Scan/print documents and/or make copies as requested
Conduct quality reviews of various documents prior to submittal to customer
Maintain shared workforce folders, frequently updating with current forms and processes
Serve as backup for various administrative tasks
Schedule meetings and appointments including interviews, new hire breakfasts, performance assessments, staff meetings, etc. (attend as requested)
Maintain meeting calendar(s)
Complete Labor Category Verification (LCV) forms for candidate new employees
Complete and submit Form 860 badge requests to Visitor Center
Complete DD2875 forms for new employees
Prepare the monthly A008 “TMAS roster” deliverable
Address requests for Personal Protective Equipment (PPE) as well as employee reimbursements
Gather and track monthly receipts
Address Common Access Card (CAC) needs of the workforce including routing of MP ICAM forms and completion of monthly CAC reverifications
Process employee terminations
Compile and address initial editing of monthly report inputs in preparation for PM review
Research and book travel arrangements for the PM