Executive Assistant III - Springfield, United States - Metronome, LLC

Description

Job Description

GENERAL SUPPORT SERVICES SOW

3.2.1 EXECUTIVE ADMINISTRATIVE SUPPORT GENERAL SCOPE OF EFFORT

PERFORMANCE REQUIREMENTS:

Contractor performance shall include, but not be limited to, the following functions:

• Provide oversight for the daily activities of the office including performance direction of, if assigned, one or more administrative assistants.
• Manage calendars, phone/e-mail, travel and contacts (both internal and external) using Lotus Notes, Microsoft Outlook or any other system determined necessary by the Government, the internal conference room scheduler and the Agency's Visitor Access Request system.
• Review all incoming correspondence and monitor Lotus Notes for items requiring immediate attention or action.
• Collect and prepare materials for use in meetings/discussions.
• Compose correspondence, monitor external/internal communications, address communications in an expeditious manner and bring critical issues to the Sponsor being supported.
• At Government direction, initiate and follow up on high-level contacts inside and outside of the Branch.
• Schedule meetings, coordinate video teleconferences, and conference calls.
• 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.
• Create/format documents, spreadsheets, databases and presentations.
• Create, maintain and update all charts, lists and calendars as well as reporting travel schedules and attendance for the office being supported.
• Schedule, maintain, and track travel and budgets.
• Maintain and create official files as required by the office.
• Assist staff with proofreading, formatting and data input on Excel Spreadsheets, PowerPoint and Word documents (using track changes when needed).
• Assist in preparing local, domestic, and international travel arrangements, including authorizations, vouchers, and reimbursements for the office and assist in follow up on preparation of travel reimbursements to ensure timely filing. In addition, train new members on travel procedures.
• 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.
• Communicate effectively with customers and provide superior customer service at all times.
• Maintain an efficient office environment, to include ordering supplies and arranging for repair of office equipment. Also deliver items to customers.
• Coordinate requisition of office supplies and equipment.
• If applicable, post DNI vacancies on appropriate job posting sites.
• If applicable, responsible for following the Government's guidance for posting vacancies using appropriate language and formats.
• If applicable, with Government direction, monitor number of applicants against each job posting and prepare applicant packages for each individual.
• If applicable, focal point for receipt of all applicant packages and questions regarding receipt of applications and required documentation in coordination with designated Government focal points.
• If applicable, with Government direction, prepare applicant packages and forward for screening and scheduling of interviews.
• If applicable, with Government direction, prepare interview books, schedule interviews, arrange building access and make other logistical arrangements for applicants.
• If applicable, with_ Government direction, develop metrics on the number of applicant packages received for each vacancy.
• If applicable, with Government direction, create, organize and maintain Job Posting library with applicant packages in line with Information Management Guidelines.
• If applicable, other job posting support functions, as tasked.
• Other executive administrative functions, as tasked.

Required Skills

• Bachelor's Degree or Associate's Degree in Business, or Administrative - related field
• 6 years as an EA or senior Administrative Assistant and/or
• at least 2+ years with the DoD or IC as an EA.
• Ability to obtain extensive knowledge of the Agency, the Intelligence Community, and other government agencies and their inter-relationships.
• Ability to obtain extensive knowledge of Agency and Intelligence Community regulations, policies, and unique authorities.
• Ability to obtain working knowledge of component operations sufficient to anticipate administrative support plans in coordination with component management and assigned executive suite.
• Extensive knowledge of protocol, precedence, organizational rules, regulations, and policies.
• Extensive knowledge of Microsoft Suite applications and other current computer applications, internal transactional applications, and the Internet.
• Excellent oral and written communication skills sufficient to compose and deliver responses to customers' routine to highly complex questions in a clear and concise manner.
• Excellent customer service skills, demonstrated by anticipating and responding to the assigned SE's and other Agency Senior Executive managers, managers, and staff.
• Strong interpersonal skills, demonstrated by developing working relationships and networks with division/component managers, staff, external resources, and colleagues.
• Extensive knowledge of correct English usage, spelling, punctuation, and proofreading skills.
• Extensive knowledge of filing and records management systems and practices.
• Considerable knowledge of quality assurance procedures to ensure data integrity and timeliness of the data.
• Ability to be discreet and maintain confidentiality within the office.
• Ability to develop creative approaches and alternatives to the resolution of issues and problems.
• Ability to interact with people who have different values, cultures, or backgrounds.
• Ability to work independently at a brisk pace, make urgent judgment decisions, and to take the correct action.
• Ability to adapt to a rapidly changing work requirements and priorities, maintaining flexibility and versatility.
• Ability to represent the Senior Executive(s) to both internal and external customers.
• Ability to review several diverse reference sources and select and synthesize data for reports and other forms of correspondence.
• Clearance Required: Active US Government Security Clearance

Desired Skills

• PMP or other Professional Certification with 10+ years as an EA or senior Administrative Assistant and/or
• at least 10+ years with the DoD or IC as an EA.
• Ability to work a flexible schedule determined by work assignments that may require extended hours.

About Metronome, LLC

Metronome is a spark that ignites passion for our customers and each other. We offer professional services to Government customers that keep projects pulsing. We believe in taking care of people so they can put their best foot forward to support the mission.

Background Screening/Check/Investigation: Successful Completion of a Background Check will be required as a condition of hire.

Benefits: Metronome offers a comprehensive benefits package that reflects our commitment to creating a diverse and supportive workplace. Benefit eligibility is determined on the type of position (full-time, part-time, temporary). Metronome's range of benefits include, but are not limited to, Medical, Vision & Dental Insurance, Life Insurance, Paid Time-Off & Company Paid Holidays, Personal Development & Learning Opportunities.

Application Process: Please follow all instructions carefully. Errors or omissions may affect your consideration for employment.

1. Select Create Profile and Apply to Requirement
2. Complete your Profile and Answer the Questionnaire
3. Upload a current resume
4. Complete the Online Application and Submit

Evaluation Process: Metronome will evaluate applicants based on how well they meet the qualifications of the position above. Your completed application (including questionnaire, resume, and online application) will be used to determine your eligibility and how well you meet the qualifications for this position.

Your responses to the questionnaire may be compared to your resume and application; if either your resume or application contradicts or does not support your responses, you will disqualify yourself and not receive further consideration for this job.

Equal Employment Opportunity Policy

Metronome does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

Reasonable Accommodation Policy

Metronome is committed to providing reasonable accommodations to applicants with disabilities where appropriate. A reasonable accommodation is any change to a job, the work environment, or the way things are usually done that enables an individual with a disability to apply for a job, perform job duties or receive equal access to job benefits.

Applicants requiring reasonable accommodation for any part of the application process or hiring process should contact Metronome Human Resources at or Determinations on requests for reasonable accommodation will be made on a case-by-case basis.