Executive Assistant III with Security Clearance

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Metronome LLC

The Executive Assistant candidate will perform a variety of administrative duties, providing mission support within the Mission Directorates of the customer. The position provides general administrative services and directly supports one or more functions or business areas, including: facilities management, finance, human resources, imaging and publishing, information management, logistics, procurement, medical, and security. Team member will provide assistance to the completion of routine to moderate tasks and requirements for general office and/or program support. The nature of the work is primarily transactional in nature and requires knowledge of administrative processes and procedures. Varying degree and latitude shall be allowed to exercise independent judgment in accordance with well-established, routine policies and procedures. Duties Include: Provide oversight for the daily activities of the office including performance direction of, if assigned, one or more administrative assistants and be able to train new member on process and procedures for requirements.
Review all incoming correspondence and monitor Lotus Notes for items requiring immediate attention or action, compose correspondence, monitor external/internal communications, address communications in an expeditious manner and bring critical issues to the Sponsor being supported.
Manage calendars, phone/e-mail, and travel (domestic and international) and contacts (both internal and external) using Lotus Notes, Microsoft Outlook or any other system determined necessary by the Government.
Create, maintain and update all charts, lists and calendars as well as reporting travel schedules and attendance for the office being supported.
Maintain a schedule of appointments for manager(s) or office; opens, sorts and distributes incoming mail, newspapers, faxes, and other publications/documents.
Coordinate and/or participate in the scheduling, organizing, and execution of meetings, conferences, and off-sites, participates in meetings and events: serving as recorder or working member of group, schedule VTC’s, conference calls, and schedule meeting rooms. Greets and/or escorts visitors and guests
Maintain and reconcile accounting records, Process travel, training, and POV vouchers, Assist with the approval process for credit card purchasing, Handle disbursing transactions including airline tickets, metro checks, and general travel information
Pass and receive clearances, use the Agency’s Visitor Access Request system and prepares access lists as necessary, and assists in the transportation of material and people
Maintain an efficient office environment, to include ordering supplies and arranging for repair of office equipment, deliver items to customers, assists in the oversight and accounting for inventory
Prepare weekly status reports of action items and completion of tasks related to the execution of a program, process, or transaction; present assigned and other information through briefings to various audiences.
Track overall project(s) spending, including burn rates on individual contracts, maintains inventory; issues equipment, records, receipts, or supplies, assists with office renovations and move management activities
Maintain tracking records and filing systems; archives files as necessary. Perform data input, data collection and research; retrieves information or documents from databases and the Internet. Maintain and update databases or spreadsheets. Create/format documents, spreadsheets, databases and presentations; to include drafts, proofreads, and edits all correspondence; produces other documents such as instructions, spreadsheets, presentations, and reports; collect and prepare materials for use in meetings/discussions. Perform as a focal point for response to queries regarding local in-house and Agency-wide administrative databases, such as those for Training and Timekeeping.
Provide back up support and assistance to office support positions and functions, as required
Upon Government approval, coordinate all logistical details for meetings and events. For meetings, this includes scheduling rooms, sending out meeting announcements, tracking attendance, coordinating food services; take minutes as appropriate and distributing follow-up materials.
Review directives and instructional materials pertaining to administrative practices and clerical policies and procedures to stay abreast of new, revised or amended policies and regulations.
Evaluate, propose, and/or implement innovative and/or new administrative processes to improve the efficiency and effectiveness of support administration.
Communicate effectively with customers and provide superior customer service at all times.
Other executive administrative functions, as tasked.
Required Skills Required Qualifications: TS/SCI security clearance with poly
Bachelor’s or Associate’s degree in Business, or administrative – related field
Minimum of 6 years of relevant experience as an administrative professional
Minimum two (2) years of experience working within the IC.
Knowledge of the IC and other government agencies.
Excellent oral and written communication skills and demonstrated experience in writing/editing correspondence and briefings for senior executives.
Demonstrated ability to manage the workflow of multiple critical issues within a continuously adapting schedule.
Expert proficiency with MS Office products (Word, Excel, PowerPoint, Publisher, Outlook).
Demonstrated excellence in diplomatic, organizational, time management, critical thinking and interpersonal skills.
Work schedule of

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